Item Record - Contents

The item record forms the basis of a Commercial management folder. Indeed, any information entered when creating items determines to a large extend the creation of

documents, analyses and statistics on all aspects of business: purchases, sales, inventory, valuation, etc. The objective is to clearly identify items and classify them by

category, supplier, collection, theme or classification.

The process also involves defining the behavior of the items when entering documents and performing valuations. This allows you to analyze the commercial performance of

the items associated with each classification, and therefore decide on the commercial strategy to be applied for future seasons.

Yourcegid Retail Y2 can differentiate various types of items such as:

- Merchandise (MAR): These items occur most frequently and are the most important. They are dealt with in this manual. Within this category, a distinction is made between

single items (no dimensions managed, such as size or color) and dimensioned items (classed by size, color, materials, etc.)

- Service (PRE): These include services, repairs, or other items that are not referenced or managed in stock, etc.

- Financial (FI): These relate to purely financial register operations, such as deposit payments, reimbursements, register cash float, etc.

- Bill of materials (NOM): These items consist of separate merchandise items that have been grouped together into one item for sales purposes. Note that only items present in

a bill of materials are managed individually in stock.

Settings for item records

Company settings

Fields in item record

Access rights

Merchandise type item records

List of items

General tab

Pricing tab

Characteristics tab

Information tab

Notepad tab

Dimension tab

Photo tab

User fields tab

Toolbar

Service type item records

Settings and use

Functions related to items

Batch modification and deletion

Item reports

Item labels

Create from photos

List of items

Item user-defined tables at checkout

Settings and operation

Settings for Item Records

Company settings

Back Office: Administration - Company - Company settings - Commercial management/Items

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Open Commercial management/Items and enter the information in the following fields according to management mode wanted. It is highly recommended to manage the

following settings from among those proposed:

- Automatic barcode assignment

- Item code assignment

- Distinct barcodes per supplier

Fields in item record

Back Office: Settings - Customers - Field settings

This function allows you to determine the fields to be displayed in item records. Click here for further information.

Access rights

Back Office: Administration - Users and access - Access right management

Menu Concepts (26 ) – Commercial management/Items

This menu allows you to authorize the display, creation and/or modification of item records by relevant user group.

It also allows you to authorize (or forbid) viewing and modification of prices (Last Purchase Price – LPP and/or Last Cost Price – LCP), as well as the option to query and/or

modify item lists.

Menu Settings (105) – Items

This menu allows you to authorize the relevant user groups to access the various settings tables used for specifying the content of the item records. It also allows you to

authorize access to the definition of item profiles and barcode types as well as the configuration of required or optional fields in the item record that can be viewed or

modified.

Menu Basic Data (110) – Items

This menu allows you to authorize specific user groups to access the actual item records in Back Office. It also allows you to authorize modification, deletion or closing these

records. It is also used for managing access to item-related processes and printed reports.

Lists of Items

Back Office: Basic data - Items - Items

It allows you to display a list of existing items based on the specified sort criteria. At this stage, you can perform operations as described in detail hereafter. To open an item

record, double-click on the desired item line. The tabs displayed in the item record are detailed here.

Item list

The [Expand list] button allows you to hide the selection criteria displayed at the top of the screen in order to free up space to display the item list.

The [Search list] button allows you to launch an advanced search by record description.

The [Set up layout] button allows you to access the settings for the columns on the displayed list in order to customize the information displayed for each item.

The [Export list] button allows you to create a file containing the items from the list, and open this file at a later stage using an office tool such as Excel or Word.

You can create a new item record using the [New] button.

The [New bill of materials] button allows you to create a new item BOM (see Bills of materials.)

The [Duplicate item] button allows you to create a new item record by copying the information contained in the current record, thereby speeding up the creation process.

The [Item properties] button opens the current item record in search mode only. The fields are grayed out and cannot be changed.

These buttons allow you to navigate in the list of items displayed on screen.

The [Notepad] button enables you to display the notepad for the item line selected.

The [Print] button prints the displayed list.

The [Open] button allows you to access the current item record. You can also open the record by double-clicking a line.

Merchandise Type Item Records

Back Office: Basic data - Items - Items

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Attention!

We strongly advise you not to use a wildcard character when composing your item codes.

General tab

This first tab contains the basic information for the item. The fields displayed in the General tab are described below. The Orli presentation may be enabled or disabled (see

Company Settings - Items). Information relating to the item type (e.g. Merchandise or Bill of materials) is displayed on the right above the Comment field.

Orli presentation enabled

To enable this presentation, go to the Administration module - Company - Company settings - section Commercial management/Items.

When the Orli presentation is enabled, the options described previously will not be visible in the General tab. They will be found in the Characteristics tab. The Statistic

criteria 1 and Statistic criteria 2 fields are available in Orli display mode only.

The titles of these fields are configured using the Settings module, Items menu and command Field title – Collection + Statistics, whereas the corresponding content is

configured using Settings - Items - Statistics.

Orli presentation disabled

Some of the options described below will only be visible if the corresponding module has been purchased and serialized.

Fields

Description

Profile

Allows you to assign the item concerned to a default profile. Profiles may be created in the

Settings - Items - Item profiles.

In stock

This option indicates whether or not the item is managed in stock. By default, this checkbox

is activated – in principle, all items are in stock.

Packing Item

This option is only visible if packing management has not been activated in the company

settings. If it has been activated, this option will not be accessible by default when creating an

item. To do this, the item must not be in stock. A packing item does not include dimensions

(see Packing.)

Discountable

This option allows you to specify whether or not the discount in the document footer applies

to the item. By default, this checkbox is activated – the discount will therefore be applied to

all created items a priori.

Serial numbers

This option allows you to specify whether the item is managed with serial numbers (e.g.

jewelry, weaponry, etc.). By default, this option is deactivated – created items are not

managed with serial numbers unless expressly specified (see Serial Numbers )

Batch management

This option is used to specify whether or not the item is managed by batch. This option is

available for items with the following characteristics :

- Merchandise-type items only

- Items managed in stock

- Non-consigned and non-temporary items

- An item managed via serial number cannot be managed via batch, and vice versa.

For more information, see the documentation concerning batch management.

Temporary items

This option is not accessible by default. For it to be accessible, the item must not be in stock

and must be excluded from replenishment. These items can be called directly during the sales

transaction in cases where the item reference cannot be found. A process allows you to

correct the sale afterwards and replace this temporary reference with the actual reference of

the item sold. A temporary item does not include dimensions (see Sales Based on Temporary

Items.)

Item for free at register

This option allows you to specify that the item is free of charge (sample, customer gift, etc.)

When entering an item of this type into the register, the cursor will not land on the selling

price. These items are always free of charge. In this way, item scanning enables you to go to

the next line without stopping on the price. When checking out, some fields will not be

accessible: price, discount fields, discount percent, unit price and total amount. In addition,

the item will be sold without an alert message on the register, even when a margin check is

requested for the item.

Item for free outside

cashing

This option allows you to specify that an item will be free of charge only when entering

commercial documents, regardless of movement type: purchase, stock, inventory, etc. This

option has no effect on Front Office sales. When entering an item of this type into the

Commissioned items

This option allows you to specify whether or not the sale of the item is to be taken into

account when calculating salesperson commissions. By default, this checkbox is deactivated.

Discountable at foot

This option allows you to specify whether or not the discount applies to the item. By default,

this checkbox is activated – Global discounts apply to these items.

Discountable on line

This option allows you to specify whether or not the discount in a document line applies to

the item. By default, this checkbox is activated – It is possible to apply a discount to an item

sales line.

Usable for loyalty

This option allows you to specify whether or not the sale of the item is to be taken into

account when calculating the loyalty total. By default, this checkbox is activated – sales of

the item are included in the loyalty total (see Loyalty.)

Included in indexes

This option allows you to specify whether the sale of the item is to be taken into account

when calculating sales indexes (average sales value, etc.) By default, this checkbox is

activated – sales of the item are included in the indexes.

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Pricing tab

Item margin check

This section allows you to specify the information required in order to calculate the minimum margin per item, so that you can check that this is applied in the documents. For

information, the Item margin check function is activated in the Administration module - Company - Company settings, section Commercial management /Documents - entry .

The price used as the basis for the check is retrieved from the item record in accordance with this company setting. You will then need to indicate the margin qualifier for each

item (Coefficient – Amount – Percentage) as well as the associated minimum value. The following formula is used to calculate the margin, based on the company setting and

selected margin qualifier:

Characteristics tab

Description of the Characteristics tab when the Orli presentation has been enabled.

Replenishment excluded

This option allows you to specify whether or not the item is to be taken into account when

calculating the automatic replenishment proposal. By default, this checkbox is deactivated –

the item is included when calculating the replenishment proposal.

Managed as countermark

The countermark must be enabled for each item concerned (see Countermark Management.)

Fictitious item

This option is available only in Production Management. A dummy item is a group of bill of

materials lines (i.e. components). It is not managed in stock, only its "children" are.

Invisible in Omni-channel

This option allows you to specify whether or not the item is available for use on a Website

(see Omni-Channel Management.)

Deleted on

This field indicates the date applied for batch deletion.

Closed

This option allows you to forbid the use of the item in all documents. By default, this

checkbox is deactivated. However, you can use a related setting in document type menu to

authorize the use of closed items in certain document types (e.g. transfers, special entry/exit,

etc.).

Sale suspended

This option allows you to forbid the use of the item in sales documents only (e.g. confirmed

shortage). By default, this option is deactivated.

Fields

Description

Currency

This section allows you to modify the display currency of the prices included in this tab. By

default, the display currency is always the currency of the folder defined in the

Administration module - Company - Company settings, section Accounting/Folder settings.

When changing the currency, the exchange rate that was used for the conversion and the

corresponding date are displayed for information.

Price calculation method

The Price calculation method section allows you to automate the calculation of retail selling

prices (incl. tax) and trade prices (excl. tax). To do this, select an initial price from the list,

then select a multiplying coefficient and, if applicable, a rounding method.

Item margin check

This section is detailed below, under this table.

Price list category

This option allows you to link the item to a specific category that has already been created

using the Settings module - Items - Price list category. The objective is to facilitate the input

of prices by selecting a category, thereby allowing all items in a specific category to be

processed more quickly.

Single price

This checkbox is very important for an item managed in dimensions. It allows you to specify

whether the prices for all dimensions of an item are identical, or whether these prices differ

according to dimension.

Excluded from the

automatic price list

generation

If the corresponding setting is activated in company settings, this option allows you to specify

whether or not the item should be included in the automatic price list generation process (see

Automatic Price List Generation.)

Purchase price

This section allows you to enter the purchase price of the item directly, or modify the result

of the automatic calculation. The “Last purchase price” field and “Weighted average

purchase price” field are populated by Yourcegid Retail based on the movements entered for

the item in question. However, it is also possible to enter the last purchase price manually.

Cost price

This section allows you to enter the cost price of the item directly, or to modify the automatic

calculation result created by the cost price management module. The “Last cost price” and

“Weighted average cost price” fields are populated by Yourcegid Retail based on the

movements entered for the item and its profile. However, it is also possible to enter the last

purchase price manually.

Base selling price

This section allows you to enter Wholesale (tax excl.) and Retail (tax incl.) selling prices

directly, or modify the results of the automatic calculation. It also allows you to indicate the

quantity this price corresponds to. A selling price of €10 for a quantity of 2, implies that the

unit price is actually €5. By default, the billing unit is fixed by unit.

Company settings

Margin qualifier

Coefficient

Amount

Percentage

Item purchase

price

Tax incl. UP/Item PP

Tax excl. SP – Item PP

(Tax excl. SP – Item PP) / tax excl. SP

Inventory LPP

Tax incl. UP/Inventory LPP

Tax excl. SP – Inventory LPP

(Tax excl. SP – Inventory LPP) / tax excl. SP

Inventory WAPP

Tax incl. UP/Inventory WAPP

Tax excl. SP – Inventory WAPP

(Tax excl. SP – WAPP Inventory / tax excl. SP

Item cost price

Tax incl. UP/Item cost price

Tax excl. SP/Item CP

(Tax excl. SP – Item cost price) / tax excl. SP

Inventory LCP

Tax incl. UP/Inventory LCP

Tax excl. SP – Inventory LCP

(Tax excl. SP – inventory LCP) / tax excl. SP

Inventory WACP

Tax incl. UP/ Inventory WACP

Tax excl. SP – Inventory WACP

(Tax excl. SP – Inventory WACP) / tax excl.

Field

Description

Allows you to enter the required information to create documents, such as a trade of

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Information tab

This tab allows you to customize the record according to individual needs, as the fields contained in this tab are entirely user-defined and configurable. The number of fields

will vary according to the display format activated.

- The names of the user-defined tables are defined in the Settings module, Items menu, and Field title command.

- The content of the user-defined tables is specified in Settings - Items - User-defined tables or directly in the record by clicking the button located next to the field .

Orli presentation disabled

The lower section acts as a notepad with simple word processing functions (right-click.)

Orli presentation enabled

The notepad will be transferred to its own tab (see Notepad tab.)

Notepad tab

This tab is only visible when ORLI presentation is activated in the Administration module, in Company - Company settings, section Commercial management /Items. If this

option is disabled, the notepad will be found in the Information tab.

Dimension tab

(Refer to Item dimensions)

This tab is only visible for items available in different dimensions (sizes, colors, etc.). It is not present for single items.

When creating an item managed with dimensions, you must associate it to a dimension mask; otherwise the item will be irreversibly created as a “Single” item. Right-clicking

on the dimension mask allows the user to allow certain dimensions to be managed for the item. Only existing dimensions are then visible in the mask. However, the “Detail”

checkbox allows you to view all mask dimensions, whether existing or not.

Photo Tab

This tab is only visible when one of the photos linked to the item has the necessary usage type defined in Administration - Company - Company settings - Commercial

management/Preferences, and specifically in the Photo for records field. If no photo is defined with this usage type, the Photo tab will not be displayed.

However, you can still see the photos linked to the item via the [Memos and photos] button in the toolbar.

User fields tab

This tab is displayed only when managing User fields.

Toolbar in the item record

You can create a new item record using the [New] button.

Measurements

goods declaration.

Variable weight

This option is visible only when the "Weighing module for items" option is activated

in the Administration module, via Company - Company settings, section Commercial

management/Front-Office. It allows you to specify whether or not the item should be

weighed when it is being sold.

Assortment criterion

Allows you to specify the type of assortment assigned to the item in question when

the module is activated in company settings (refer to Assortment.)

Purchases and Sales

These fields are used to specify the purchase/sales units for the item, and particularly

to indicate if the item is not managed by unit. The "Purchased in multiples of” and

“Sold in multiples of" fields are taken into account in document entry by rounding the

quantity entered or scanned by the user up to the next highest multiple. These fields

are also used when copying or generating documents. When entering transfers, the

field taken into account by default is the “Purchased in multiples of” field. It is

possible to adjust this setting according to the type of document in the Settings

module via Documents - Documents - Type.

Delivered/picked up

This field allows you to set the default pick-up type associated to the item to be

delivered/picked up (see Delivered/Picked up.)

Accounting and tax information

This section is also used for the trade declaration, but is essential for the correct

calculation of VAT in the various documents where the item appears.

Profile

Since this section no longer appears in the General tab, it will be visible in this tab.

The same goes for the following options displayed at the bottom of the screen :

Deleted, Closed and Sale suspended. These options are described in detail in the

General tab

Is considered in the quantity total

This option is active if the “Item for free at register” ticked. It allows you to take the

item quantity into account in calculation of the total quantity in each document.

Mask-type

The Mask-type, Mandatory, and Standard checkboxes and the “By default” field are

visible for dimensioned items only, provided that management of mask type is

activated in the Administration module, via Company - Company settings, section

Commercial management/Items. They are respectively used to indicate whether the

item is managed by mask-type, and if so, to specify whether or not the use of mask-

type is required. It is then possible to specify the standard mask type assigned to the

item (see Mask-types.)

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The [New bill of materials] button allows you to create an item BOM (see Bills of materials.)

This button is used to add data set in profiles to current item records (Settings module/ Items/Item profiles).

The [Duplicate item] button allows you to create a new item record by copying the information contained in the current record.

The [Update prices] button allows you to update the selling and cost prices.

This button gives access to item flash query. This window lists all item movements (transfer, returns, reservation, etc.).

The [Complementary data] button enables you to manage several attributes per item, including:

- Item exceptions (on documents, by store, by tax system)

- Cost price management

- Unit initialization

- Any links with other items

- Supplier lists are useful only in a multi-supplier environment (see the company setting “One supplier per item”.)

- Multi-referencing (allows you to assign codes other than Yourcegid Retail Y2).

- Classification management (see Multi-classification.)

- Collecting data may be called up using this button (see Business operations and data collection.)

- The List of transformed items option allows you to view items that have been actually transformed. Very often, this means items purchased in bulk (e.g. chocolates

purchased by the kilo) and sold in mixed assortments (e.g. box of chocolates). This option is available only if the "Merchandise transformation" option, in the "Documents -

Entry” section of the company settings has been enabled.

The [Additional information] button allows you to view various information concerning items :

- Stock availability by warehouse and date

- Current documents for the item

- Various prices for the item (if Pricing module purchased)

- Technical bases (see Bills of Materials.)

The [Memos and photos] button allows you to access various photos or files linked to the item record. These photos are of a different type than the “Photo for records”

type defined in the company settings, and will not cause the Photo tab to be displayed.

The [Print] button allows you to print the item record.

Service Type Item Records

Service type items group together the services (alterations, rentals, etc.), repairs, and all items the user does not want to list. These are necessarily items not managed in stock.

Service record settings

Back Office: Administration - Company - Company settings

Go to Commercial management/Services to set the default data.

Service record

Back Office: Basic data - Items - Services

The Service record is in the format of a simplified Merchandise item record where you can find previously viewed information.

The Additions tab is only visible when the Customer services and Special orders module has been purchased and activated (refer to Customer Services Management.)

Functions Related to Items

Batch modification and deletion of items

Batch modification of items

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Back Office: Basic data - Items - Batch modification of items

This function is used to modify or fill in a field for a selection of items. Modifications can be validated automatically for all selected records or else record by record for better

checking.

Batch modification by picture

Back Office: Basic data - Items - Batch modification by picture

It serves the same purpose as batch modification, but item selection is done using pictures defined as “picture” in the Use field in the item record.

Batch modification of services

Back-Office: Basic data - Items - Batch modification of services

This function is used to modify or fill in a field for a selection of services. Modifications can be validated automatically for all selected records or else record by record for

better checking.

Batch deletion of items

Back Office: Basic data - Customers - Batch deletion

This function is used to permanently delete an item or a selection. To do this, the relevant records must first be closed and contain a deletion date. Of course, certain checks

should also be carried out before authorizing deletion.

Item reports

Back Office: Basic data - Items - Item report

This function is used to print a list of item records selected according to various criteria, with or without valuation.

Item labels

Back Office: Basic data - Items - Labels

This function is used to print the labels to be affixed to the selected items (see Item Labels.) The available labels are as follows:

- The On catalog option allows you to print a specific number of labels for each existing item record and for each dimension, whether the item is present in inventory or not.

- The On request option allows you to print the exact number of labels you want for the selected items. This method is used to reprint labels if the original label has been lost

or damaged.

- The On sale return option allows you to print only one label for items returned by customers without a label.

- The options used for printing labels for orders, delivery notices, receipts, and transfers allows you to print the exact number of labels for the items contained in a document

of the type in question.

- The On inventory option allows you to print the exact number of labels corresponding to the number of the selected items in inventory.

Create from pictures

Back Office: Basic data - Items - Create from pictures

This functionality enables faster creation of item records by using pictures and an item profile. To use this, you have to specify the directory in which the files containing the

pictures are stored, image format and the item profile used. The records created will be populated with the values of the profile and will have to be completed after creation.

In addition, you should specify if the created items are managed with dimensions, and if so, which dimension mask is associated with the items. You therefore need to launch

the operation as many times as there are dimension masks, plus once more for single items. Item records can be created by batch or by validating each new record

(recommended option for better checking).

Make sure the size of attached images is not too large.

List of items

Back-Office: Basic data - Items - Lists of items

Yourcegid Retail Y2 offers many processes enabling you to select items according to classification: category levels or user-defined tables. This functionality enables you to

select a list of items free of all classification. For more information, refer to Lists of items.

Item User-Defined Tables at Checkout

Codes and short descriptions in item user-defined tables (1 - 10) can be displayed in columns on a sales transaction entry screen. Therefore, these tables must belong to the

input list associated with the document type FFO. They can also be changed during collection, but this modification applies only to the document line, as no change can be

made on the item record.

Although this feature is explained in the context of the checkout screen, note that the settings described bellow can also be defined for document types other than FFO.

Required settings

Step 1: Item user-defined tables

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Back Office: Settings - Items - User-defined tables

This command is used to set up user-defined tables of your choice. The first ten can be viewed in documents.

Step 2: Item record

Back Office: Basic data - Items - Items

These user-defined tables must then be associated with items of your choice. Therefore, go to the Information tab and specify the user-defined tables for items.

Step 3: Input lists

Back Office: Settings - Documents - Documents/Input lists

For the input list linked to checkout (the one declared in the FFO document type - General tab - field “Input list”), the first ten user-defined tables are available to be displayed

in the sales transaction entry screen.

At this step, note that if you add to the FFO input list a user-defined table that is not checked in the user-defined tables to be exported to the price list aggregates, a message is

displayed to indicate that the settings for standalone mode must be completed.

Step 4: Configure receipt input

Back Office: Settings - Front Office - Register - Button [Configure receipt input]

User-defined tables can also appear in the list of information to display.

Click this button to open the window to configure the receipt input.

Then, click this button to open the Information to display window.

Go to the Sale tab, select the user-defined tables of your choice, and validate.

Step 5: Document types

Back Office: Settings - Documents - Documents/Types

To make user-defined tables appear in the “Line info” section (located at the bottom on the left of the various documents,) select the item user-defined tables of your choice in

the document type, in the Line info tab.

How it works when entering a sales transaction

Front Office: Sales receipts - Sales - Enter transaction

When you enter a sales transaction, the user-defined tables selected in the input list appear in columns with their titles and will be populated with the values of the item.

These values can also be displayed in the "Information" section (below the item entry,) if they were selected the information list to display in the configuration of the receipt

input for the register.

The column containing the code can be modified directly on the line. The short description is not modifiable; it is updated in case the code is modified.

For dimensioned items, the change in user-defined tables in the input list is possible on the generic item and on dimensions.

There is no impact when modifying user-defined table of generic lines on dimension lines.

If you need to verify user-defined tables, press the [Additional actions], then select the “Line addition” option, and open the “Information” tab.

In sales transaction entry, you may also change the values of these user-defined tables for an item by erasing its value and selecting another from the list.

The new value will be kept in the column and will be visible on the information to display, after a line change, as well as in Line addition.

Note that the changes in the values of user-defined tables are only effective at document level, but not in the item record.

The modification of user-defined tables in the line addition automatically updates the user-defined tables in the input list.

If the value of a user-defined table is changed directly in the input list the line information section will not be updated immediately; it will be synchronized at record change.

User-defined tables are then saved at document level.

This operation is the same for any other document set up in his way; this also works in standalone mode.

Standalone mode

If user-defined tables are set up in an input list for checkout, you can view and modify user-defined tables in standalone mode in the same way as in connected mode, after

having ticked the user-defined tables in the settings for aggregates (you do not have to start a new calculation of aggregates,) and after having exported the register settings for

the standalone mode.

When reintegrating the receipts, the values of the user-defined tables that had been updated in standalone mode are kept in the reintegrated receipts.

Do not forget to complete the settings in standalone mode when adding an item user-defined table to the FFO input list (a reminder message will be displayed.) These settings

will be defined via the Administration module, menu Scheduled tasks, command Price list aggregates.

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Item Dimensions - Contents

Commercial management folders contain several types of items, including Merchandise items. In this category, the following are differentiated:

- Single items that are not classified by size, color, material, etc.

- Dimensioned items that come in different sizes, colors, material, depth, inseam length, etc.

For example, if you have one item that comes in 10 sizes and 5 colors, it would be needlessly complex, in terms of inventory management, to create 50 different item

references. Instead, you can create just one reference using the Size and Color axes (or dimensions). This will then be managed in inventory and in movements with the aid of

a dimension. A pivot table for axis 1 Size and axis 2 Color, representing all possible combinations. The number of different axes you will need to use depends on the type of

items in question.

The object of this overview is to explain the different steps required to create these masks, and the different ways the data can be displayed in item records and documents:

- To determine the type and number of different item axes required (size, color, inseam, cup size, shoe size, fabric, etc). These are dimension Categories.

- To determine the different codes and values for each range. These are Grids and Values.

- To determine the cross-references to use. These are dimension data entry masks.

Each dimensioned item will then be linked to the appropriate entry mask during creation. This mask will remain with the item throughout its lifetime.

General settings

Company settings

Access rights

Creating dimension masks

Step 1: Categories

Step 2: Mask types

Step 3: Grids

Step 4: Values

Step 5: Masks

Using dimension masks

In item records and document entry

Displaying dimension grids

Define grid display options

Define display profiles

Define modifiable item fields at dimension level

Manage reserved colors

Defining Item Dimensions

Company settings

Back Office: Administration module - Company - Company settings

Go to the Commercial management/Items menu. Click here to obtain the settings to be entered.

Access rights

Back Office: Administration - Users and access - Access right management

The following access rights menus must be managed for the various user groups.

Menu (105)—Settings - Items/Item dimensions

This menu allows you to authorize the relevant user groups to access the various settings tables needed to create the dimension masks used in the dimensioned item records.

Menu (26)—Concepts - Commercial management/Items

This menu allows you to authorize the relevant user groups to access the advanced dimension display settings, and to modify complementary descriptions for imported

dimensions.

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Creating Dimension Masks

Step 1: Categories

Back Office: Settings - Dimensions of items - Category

First, you need to determine the number and type of axes to be used for dimensioned items in the folder. Will items come in one-size only, by color, material, inseam or cup

size? The answers depend on the type of item in question.

You can manage up to 5 distinct dimensions, as shown below. The Category option allows you to determine this setting by assigning a description and a short description to

the desired dimensions.

Examples:

Code 001 Size

Code 002 Color

Code 003 Material

Code 004 Length

Code 005 Cup

Note that if a code is not specified, it means that the relevant dimension is not managed in the folder.

Step 2: Mask types

Back Office: Settings - Dimensions for items - Mask type

Next, it would be useful to determine the multi-store dimension mask type.

Note that there is already a “Standard” default mask. In addition to the standard mask, you need to determine a “Multi-store” mask type. You can do this by creating a new

mask type and checking the “Multi-store” checkbox. This step is not required, but it will allow you to add an additional axis to the dimensions already managed in the folder,

i.e. stores.

In order to create a new type, you must activate mask type management in company settings.

When dealing with several types of masks, you can switch between types using the dimension masks display options.

Step 3 : Grids

Back Office: Settings - Dimensions for items - Grids

For each axis-dimension managed, this step consists of creating codes and descriptions associated to the grids to be used for items. You must first select the dimension (size,

color, etc.), then create the long and short description codes.

Attention!

Do not enter the content (values) of the size or color grids here. You only need to give them a name.

Examples:

Size: Perfume volume, bedding dimensions, carpet dimensions, shoe size, clothing size, etc.

Color: Standard, two-tone, jeans, supplier X color, etc.

Length: Jeans US, Jeans EUR, etc.

Cup: Cup US, Cup EUR, etc.

Material : Basic materials, supplier X materials, etc.

Step 4 : Values

Back Office: Settings - Dimensions for items - Values

This step consists of creating the contents, i.e. the values for the various grids for each axis-dimension managed. You must first select the dimension type in the upper section

of the screen: size, color, length, cup, material, etc. You then need to enter the values for each code /grid description created during the previous step. The “Check for

duplicates” option enables you to avoid duplicates.

Tool bar

Tool bars enable you to carry out the following actions :

The [Display columns] and [Display lines] buttons allow you to switch the value display to vertical or horizontal.

If you have forgotten to create a grid code, the [Create a new dimension grid] button allows you to do so without having to go back to step 3.

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The [Insert grid size] button allows you to add new values where the cursor is positioned..

The [Delete size] button allows you to delete sizes.

The [Delete dimension grid] button allows you to delete a complete dimension grid.

The [Search for a size] button allows you to retrieve a precise value more quickly.

The [Move left/right] buttons allow you to reorder the grid values by moving a value within the grid. Remember to position the cursor on the value you want to

move.

The [Ascending/Descending sort] buttons allow you to reorder the grid values by sorting them in ascending or descending order. Note that alphanumerical values will be

classified by alphabetical order.

Complementary labels

The Complementary description field allows to assign an optional value to the same position in a grid (used with corresponding sizes). You can enter a complementary

description in the upper section of the screen (Line: Complementary description), for the current grid where the cursor is positioned (if values are displayed horizontally).

The “Display complementary descriptions” option allows you to display the complementary descriptions in the lower part of the screen that makes up the grid list, instead of

the normal descriptions.

Note that this information is also used by the data import module.

When a dimension grid is imported, modification of complementary descriptions is blocked and the titles of the lines in the upper grid are displayed in bold to show that the

grid has been imported.

You can override this block by assigning the relevant access rights in the Administration - Users and access - Access right management menu. This is the “Change of the

complementary label” concept, available in Commercial management/Dimensions.

Step 5 : Masks

Back Office: Settings - Dimensions for items - Masks

In this last step, you need to define the entry mask by cross-referencing the grid values for the different axes in columns, lines and tabs. A test sample remains displayed at the

bottom of the screen.

If you click on the “Close” option, you will not be able to use the mask for new items unless you delete it (preservation of old items).

The [New] button allows you to create a mask.

The [Delete] button allows you to completely delete a mask, under certain conditions.

Note:

If a multi-store mask type was selected in step 2, each time you create a standard mask the corresponding multi-store mask will be generated automatically.

Dimension masks can be configured to display normal descriptions or complementary descriptions, or both together in the desired order.

The dimensions are then displayed according to these new settings.

Using Dimension Masks

In item records

Back Office: Basic data - Items - Items

When creating an item record, the Dimensions tab allows you to choose the mask code you want to associate to the item.

The various dimensions appear shaded at first (non-existent). Right-click to switch them to Existing, i.e. to allow them to be used for this item. There is no point switching all

the dimensions to Existing, especially if the item does not come in all the possible colors and sizes.

However, the Detail checkbox allows you to view all the dimensions, existing or otherwise, so that you can switch new dimensions to Existing as necessary.

Warning !

If no mask was linked to the item when it was created, it will be created as a single item: the Dimension tab does not exist for this type of item. It is then no longer possible to

link a dimension mask to a single item.

When entering a document

Dimension masks associated to items will also be displayed when document lines are being entered for these items. However, only the existing dimensions will be displayed.

Displaying Dimension Grid

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Define grid display options

A dimension grid settings screen can be accessed both from an item record and when entering documents.

To access dimension grid settings:

- from an item record in the dimension grid, click on the [Settings] button

- from document entry in the dimension grid, click on the [Grid settings] button

Define information to display

The principle is this: you choose the values you want to display per dimension by moving them from the left-hand list to the right-hand list using the right/left arrows. You

can then reorganize them using the up/down arrows.

Font settings

For every field shifted to the right, the [Font] button allows you to access an additional screen for description settings : font used, style, color and size (in the Values column).

Background settings

The [Background] button opens an additional settings screen where you can choose the background color for each description (in the Values column).

Force default style

The button allows you to force the default style of a selected value, if you are not satisfied with the settings preview.

Set column width

Column width is automatically defined by default (recommended). It is now possible to personalize it.

Set alternating colors

The Alternating colors checkbox allows you to define the 2 alternating colors used to distinguish between the dimension mask columns.

Selecting mask type

You can choose the mask type (standard or multi-store) in Layout options. If you choose a multi-store mask type, you can then choose to display the code, the description or

the short store description.

Show other settings

This button allows you to access display profiles, provided that users have the “Display profile” access rights enabled (see Access rights).

Defining advanced settings

You can define more narrow display value settings in the dimension object by adding display conditions.

These settings may be accessed via the [Advanced] button, visible only if users have the following access right enabled: Dimension display advanced settings

(see Access rights). Up to 3 conditions can be set for each field.

To access condition settings, check one of the “No conditions” field, then use the [Font] and [Background] to set specific values when the condition has been met, e.g.

negative inventory to be displayed in bold and red.

Please note!

Advanced settings are only available for numerical values. Consequently, the [Advanced] button will be grayed out for non-numerical values.

Define display profiles

Back Office: Settings - Dimensions for items - Display profiles

This option enables you to organize the various settings.

The display profiles are listed according to the display type (document type, item query, etc.) depending on user and/or store. You can also define default profiles.

Define customizable item fields at dimension level

By default, the item data displayed in dimension masks cannot be changed. This information is issued from various tabs in generic item records, and are simple retrieved for

mask display. However, some information may be defined modifiable by dimension.

This property is defined for the entire folder and the fields concerned are as follows:

User-defined items 1 - 4, User-defined Boolean 1 and 2, Current collection and base collection, Family/sub-family levels1 - 4, User-defined tables 1 -15, User-defined

decisions 1 - 15, User-defined amounts 1 - 3, User-defined dates 1 - 3, User-defined texts 1 - 3, User-defined statistics 1 and 2, Item ex-tax calculation coefficient and item tax

incl., Customs reference, Invisible Web.

Settings

Back Office : Settings - Items - Fields customizable at dimension level

The default setting is the standard functionality, i.e. where fields cannot be modified at dimension level. This option will therefore allow you to select fields which may be

modified by dimension.

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Using this button, shift the desired fields to the right side of the screen to modify the dimension, then save.

Fields modifiable by dimension displayed in bold

Click the Settings button in the Dimension tab, found in the item record. The “Grid settings” window will open. The settings previously determined are taken into account: the

values that may be modified by dimension are displayed in bold.

Use in item records

Open an item record broken down by dimension. The first fields will have a gray background to distinguish them as modifiable by dimension. In order to serve as default

values, these fields will nevertheless remain modifiable at the generic item level during creation of new dimensions or updating fields for dimension items.

Note that user-defined information may also be set by dimension.

Dimension table

The dimension table allows you to display all fields (modifiable by dimension or not). Non-modifiable fields will of course, be available for viewing. Fields modifiable by

dimension authorize selecting values specific to the dimension concerned.

The [Copy generic data] option (via right-click) enables you to copy the values for generic items for each modifiable field displayed.

Manage reserved colors

Back Office: Administration - Company - Company settings

This function allows you to force a new color for an item, without changing its normal color grid. Open Commercial management/Dimensions, and check Consider reserved

colors option. This function means that:

- When using reserved colors, the GA_DESIGNATION1 field is labeled Reserved colors in the dimension grid and its settings.

- The reserved color can be modified in the dimensioned item record by double-clicking on the dimension grid. When this modification is made, the reserved color is applied

to all the dimensions that correspond to this color.

- When adding a dimension (Right-click/Existing), the reserved color will automatically be applied.

The dimension description used for the color is replaced by the reserved color description in the dimension window.

Measurement Units and Multi-Packaging

The objective of this section is to explain the various settings necessary to create and sell items with different packaging.

Accordingly, it is possible to sell salad cups by unit, a tray of 10 or a tray of 50. The same goes for wire fencing. You may sell roll by unit (50-meter roll) or by the meter.

Required settings

Managing measurement units

Back Office: Settings - Management - Measurement units

This command enables you to different types of measurement units: weight, area, volume, time, etc. It is then possible to sell the same item (even barcodes) with several types

of packaging, with the corresponding price change according to packaging.

Click the [New] button, then populate following fields after setting a code and description:

Configuring packaging in item records

Back Office: Basic data - Items - Items

To limit the packaging selection for each item, the record enables you to identify the packaging possible for items with the help of the following fields, available in the Pricing

tab:

Field

Description

Correspondence

- Measurement type: Non-modifiable list of measurement types The objective of this concept is

effect packaging between comparable units: weight, volume, area, unit/item, etc. You can

associate only the measurement units with the same type of measurement in the item record. You

will need to create a series with the same measurement type.

- Measurement quotity: Here you determine how the item is to be sold. (Example: If the

measurement type is “linear”, the item may be sold by 1, 0.2, 0.02 or 0.0002).

- Quantity rounding: optional information

Impact on prices

Attention! In the case where the quotity is 1, the following fields may not be modified.

- Price coefficient: the price coefficient enables you to increase or decrease prices according to the

quota. This information is recovered from the quota, and cannot be null. The coefficient has at

least 4 decimal places.

- Price rounding: optional information In the case where it is entered, it must be consistent with the

unit and quotity.

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Sales process

Front Office: Sales receipts - Sales - Enter transaction

When an item has been entered by its code, or its barcode scanned, a screen will display the various packaging present in the item record and those available (e.g. Tray of 1

and tray of 10). The billing unit selection screen enables you to enter the quantity sold using a keyboard or mouse. A period is available to enter any decimals.

Attention!

Searching is done according to what the sales unit proposes. No stock searches are done to verify package availability.

The cashier selects a tray of 10, corresponding to a quotity of 1. The item is therefore sold with a quantity of 1, at the price corresponding to the packaging (e.g. €10). A

quantity of 1 is pulled from stock.

The item is scanned again and sold with the tray of 1 packaging. The item is therefore sold with a quantity of 0.1, at the price €1.20. A quantity of 0.1 is pulled from stock.

In the case where the tray of 1 packaging corresponds to the quotity of 1, the quantity adapts:

- Sale of a tray of 10 (quote of 10): quantity of 10

- Sale of 4 trays of 1 (quote of 1): quantity of 4

Note that when the line is validated, you cannot return to the quantity. On the other hand, the prices may be changed.

Attention !

If the billing unit is used with a quota of less than 1, update receipt templates, as well as the various criteria that display quantity because decimals are not displayed by

default.

Standalone mode

The various item packaging are available during sales in standalone mode.

Examples of configurations for items sold with different packaging.

Salad cups

They may be sold by unit (€1.20) or by trays of 10 cups (€10). A normal sale is considered to be by trays of 10:

A selection of packaging is proposed during the sale: by tray of 10 or by cup. The salesperson can vary the price according to the selection made.

If the customer purchases 13 cups, there will be 2 lines on the receipt, detailing the prices applied:

Wire fencing by the meter

The fencing may be sold by the meter (€1.30) or by rolls of 10 meters (€10).

Case 1: A normal sale is considered to be by rolls of 10 meters.

A selection of packaging is proposed during the sale: 1 meter, 5 meters (roll of 5 m), 10 meters (roll of 10 m), 0.1 meter. The salesperson can vary the price according to the

selection made.

If the customer purchases 12.8 meters, i.e. 10 meters, plus 2.8X1 meter, there will be 2 lines on the receipt, detailing the prices applied:

Field

Description

Billing unit

Here you will find the data configured in measurement units.

Available billing units

When the previous field has been populated, only the billing units with the same measurement

type may be associated ( e.g. If the billing unit is “Linear”, only “Linear” type units will be

available). Note that this field may be populated only if a stock unit exists for the item.

Tray type

Quotity

Price coefficient

Rounding

Tray of 10

1 (non-modifiable)

None

Cup

0.1

1.2

None

Item

Description

Quantity

Unit price

Line total

Salad

Tray of 10 salad cups

Salad

Tray of 10 salad cups

0.3

3.60

Wire fencing type

Quotity

Price coefficient

Rounding

Roll of 10 m

1 (non-modifiable)

None

By meter

0.1

1.3

None

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Case 2: A normal sale is by the meter.

A selection of packaging is proposed during the sale: 1 meter, 5 meters (roll of 5 m), 10 meters (roll of 10 m), 0.1 meter. The salesperson can vary the price according to the

selection made.

If the customer purchases 12.8 meters, i.e. 10 meters, plus 2.8X1 meter, there will be 2 lines on the receipt, detailing the prices applied:

Serial Numbers - Contents

When you implement serial number management, every unique or dimensioned item will have a serial number and can therefore be tracked from entry until sold. Serial

number management allows items to be specially identified, but for a given item code only. This means that an item with a special “BAG” code, and a dimensioned “SHIRT”

code, available in S,M,L sizes and in RED and BLUE:

- Two dimensions for the same item may not have the same serial number, regardless of warehouse.

- Items with different codes may have the same serial number repeated several times (regardless of warehouse).

In short:

Each item code may be tracked from the moment it is added to inventory until sold. In principle, serial numbers should be assigned to items when added to inventory. After

entering them into documents allocating stock, these codes will automatically be identified by serial number. The same applies to the entry of stock-takes.

Item labels and the report relating to documents in stock display the serial numbers of the items in question. A new report lists the movements for the serial numbers provided.

Serial numbers are also managed by the import / export module.

General settings

Configuring serial number management

Configuring stores

Configuring items

Configuring document types

Configuring access rights

Operation of serial numbers

Entering serial numbers in document entry

Scanning serial numbers in document entry

Serial numbers and document generation

Operating in standalone mode

Tracking serial numbers

Item

Description

Quantity

Unit price

Line total

Wire fencing

10-meter roll of wire

fencing

Wire fencing

10-meter roll of wire

fencing

0.28

13 (10*1.3)

3.64

Wire fencing type

Quotity

Price coefficient

Rounding

By meter

1 (non-modifiable)

None

Roll of 10 m.

0.7692

None

Item

Description

Quantity

Unit price

Line total

Wire fencing

Wire fencing by 1 m

1 (1.3*0.7692)

Wire fencing

Wire fencing by 1 m

2.8

1.3

3.64

SKU

Serial no.

Shirt / S / Red

123456789

Impossible

Shirt / S / Blue

123456789

Impossible

Bags

987654321

Possible

Shirt / M Red

987654321

Possible

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Updating serial numbers

Serial number program

Checking movements

Tracking serial numbers in inventory

Item flash (inventory)

Editing inventory and item labels

Inventory status with serial numbers

Editing labels with serial numbers

Editing label on inventory with serial numbers

Inventory count management

Item inventory with serial numbers

Customer service and serial numbers

Customer service records with serial numbers

Reports and customer service receipts with serial numbers

Referencing items handled with serial numbers

Referencing settings

Entering references

Importing reference table

Serial Number General Settings

Configuring serial number management

Back Office: Administration - Company - Company settings

Go to Commercial management/Items and populate the Serial Number section.

Configuring stores

Back Office: Basic data - Stores - Stores

The “Serial number” option enable you to specify the stores that manage serial numbers (Contact tab in store record).

Configuring items

Back Office: Basic data - Items - Items

To declare an item as managed with serial numbers, check the "Serial numbers" box in the Characteristics tab.

It is recommended to assign serial numbers to items as soon as they are entered into stock. Nevertheless, you can always check this box for an existing item. A check will be

done to detect any anomalies. The summary report will then be displayed onscreen.

In the same menu, you can also use the "Batch modification of items" command for batch processing and apply this setting to several items with a single operation.

Configuring document types

Back Office: Settings - Documents - Documents/Type

The Inventory tab allows you to determine the document types involved in serial number management. The elements to enter are described here.

Regarding document generation, the Recover Serial Numbers setting, also located on the Inventory tab, allows you to specify the type of document from which the serial

numbers should be retrieved during generation.

Managing access rights

Back Office: Administration - Users and access - Access right management

Serial number management is subject to access rights that may be allowed or refused in the following menus.

Section

Access right/Concept

View serial number movements in all warehouses

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Serial Number Operation

26 - Concepts

Commercial management -

Inventory

This concept refers to the Serial Numbers/Serial Numbers in stock

command available in the Inventory module - Query menu. It enables you

to authorize or forbid viewing of movements for items managed by serial

number. If the user is granted authorization, he can view the serial

number of an item in all the warehouses; otherwise, he can see only the

warehouses linked to the inventory restriction.

Document entry

Propose the sale of items w/serial numbers in a stockroom warehouse

During the sale of an item with a serial number that will be absent from

the main sales/stock site, this concept will authorize/forbid users to go to

stock sites only to verify if the serial number is present in stock.

Serial numbers

Force locks

- In inventory: Allows you to authorize a user to enter a lesser number of

serial numbers than the number of items entered in an inventory

document (transfers, special inputs/outputs). This right can also be used

to authorize the user to switch from blind entry mode to an automatic

assignment entry mode.

- In purchase documents: Allows you to authorize a user to enter a lesser

number of serial numbers than the number of items entered in a purchase

document. This right can also be used to authorize the user to switch from

blind entry mode to an automatic assignment entry mode.

- In sales documents: Allows you to authorize a user to enter a lesser

number of serial numbers than the number of items entered in a sales

document. This right can also be used to authorize the user to switch from

blind entry mode to a list-based entry mode.

- Entry is mandatory in sales documents: You can require the user to

enter the serial number in sales documents.

- Authorize the change of weight for components of serial numbers:

Enables you to authorize users to modify weight for item components

with serial numbers. They can do this from the Inventory module, menu

Query - Serial numbers - Referencing.

- Update if inventory serial numbers: Authorize/forbid serial number

modification via the “Check/Update inventory command. Modifications

are authorized as default.

103 - Inventory

Query

Serial numbers

These access rights allow you to display the following command lines in

the Inventory module - Query menu - Serial numbers command:

- Check/Update inventory

- Program

- Check movements

- Serial numbers in stock

- Referencing serial numbers

Reports

This access right enables you to authorize access to the following options,

accessible from the Inventory module, Reports menu:

- Inventory status with serial numbers

- Item labels on serial numbers

105 - Settings

Items/Field titles

This enables you to authorize/forbid access to the following commands

concerning referencing :

- User-defined serial number descriptions

- User-defined dates for serial numbers

- User-defined serial number checkboxes

- User-defined serial number values

113 – Follow up actions

Inventory/Physical

inventory

Variance on serial numbers

If you select discrepancy tracking for serial numbers, the actions done

with this option may be viewed in Back Office or Front Office

- BO: Administration - Event log - Log query

- FO: Settings - Administration - Event log/Log query

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Back Office: Purchases and Sales modules - Enter menu

Entering serial numbers in document entry

When entering a document that has serial number management activated, the user has to enter as many serial numbers as there are items in the document. If the user enters

fewer serial numbers than there are items, a message is displayed :

- If the user does not have the necessary access rights, (force locks), they will be prompted to enter the user code and password of a user who does have these rights to

proceed.

- If the user has the necessary rights, they can enter fewer serial numbers than there are items.

In the [Enter serial numbers] screen, users can switch from one input method to another using this button, provided they have the corresponding access rights.

The [Additional actions/Detail of serial numbers] button enables you to return to serial number details in the document.

Missing serial numbers can be entered later, using the Inventory module - Query - Serial numbers - Check/Update inventory.

After entering each item with its serial number, a window will open allowing you to assign them.

The operation of the serial number entry window depends on previous settings (see Configuring Document Types.)

Scanning serial numbers in document entry

When the "Enter serial number" dialog box opens, the cursor will go to the first serial number to enter, which immediately authorizes scanning a serial number via an optical

wand. When doing multiple entries, the cursor will automatically go to the next serial number while waiting for the scan.

Serial numbers and document generation

Document type settings enable you to specify the document type serial numbers are to be taken from in document generation (see Recover Serial Numbers.) When documents

are generated, you can specify and check the serial numbers in the barcode entry screen. There are two possible scenarios here:

- Sales: Serial numbers are searched from those present in stock.

- Purchases: Serial numbers are searched from those present in the original document.

Operating in standalone mode

Serial numbers are taken into account in standalone mode, it operates as follows:

Direct entry of serial numbers in item references

Re-integrating receipts is done without problem (green sale receipt) and does take into account the item related to the serial number.

Entering item codes (therefore without entering serial numbers)

When being re-integrated, sales receipts are in red status (because serial numbers are expected). This requires users to enter open the sales receipts to enter the serial number.

In any case, the standard serial number entry window found in connected mode is not proposed in standalone mode.

Tracking Serial Numbers

Updating serial numbers

Back Office: Inventory - Query - Serial numbers/Check - Update inventory

This option enables you to enter missing serial numbers or to change existing ones.

Serial number program

Back Office: Inventory - Query - Serial numbers/Program

Type of entry

Documents concerned

How it works

Automatic assignment

Purchase documents

If you opted for automatic assignment as the document type, the "Assign serial numbers"

screen will appear. The lower section of the screen enables you to configure the

automatic assignment desired by entering a prefix and a suffix. The "Qty" field shows the

quantity assigned to the item in the document. The initial number will be automatically

incremented, once assigned. A prefix and suffix can also be entered; in which case the

serial number is assigned as follows: <PREFIX> + <NUMBER> + <SUFFIX>

Blind entry

Purchase and sales documents

If blind entry has been selected as the document type, the serial number assignment

screen will open with the cursor in the "Serial number to assign" field, so that you can

enter the desired serial number. At the stage, you may scan the serial number (see

“Scanning serial numbers” below).

Select from a list

Sales documents

When selecting from a list has been chosen for the document type, the "Enter serial

number" dialog box will open in the lower section of the main screen and the list of

potentially available serial numbers will be displayed. Just switch to the right side of the

screen.

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The reports available through this option are as follows:

- Tracking by number

- Tracking by type

- Checking purchase/sale of series

Checking movements

Back Office: Inventory - Query - Serial numbers/Check movements

This option enables you to track purchasing, sales and inventory movements for items managed by serial number. You can also filter by item status in the multi-criteria search

screen.

Tracking serial numbers in stock

Back Office: Inventory - Query - Serial numbers/Serial numbers in stock

This option is subject to the View Serial Number Movements in all Warehouses concept. It enables you to search items by serial number.

The multi-criteria search is based on the table of serial numbers in inventory. The results will be limited to these items only. However, you cannot display items present in a

store at a given time because they will no longer be present in the table.

Double-clicking on the displayed list will give you access to the movements for the serial numbers selected.

Item flash (inventory)

Back Office: Inventory - Query - Item flash

If the searched item is managed by serial number in the store, the [Serial numbers] button will be available in the toolbar at the bottom of the screen while searching

inventory or dimensions. This button enables you to display the criteria for the serial numbers present in inventory.

Query example

In the store inventory window, enter the code for the searched item and click the [On catalog] button. Once the item has been selected, the Flash inventory query window will

open.

At the bottom of the screen, click the [Serial numbers] button to display the list of serial numbers in stock for the item.

Editing Inventory and Item Labels with Serial Numbers

Inventory status with serial numbers

Back Office: Inventory - Reports - Inventory status with serial numbers

This option enables you to obtain the list of items managed by serial number and the quantity in stock for each one.

Editing labels with serial numbers

Back Office : Inventory - Reports- Item Labels/On serial numbers

Searching items entered you want to print labels for, takes into account the search priority set in company settings (Commercial management/Items, field Search Priority for

Items field).

There is also a standard label template integrating serial numbers available. The barcode printed on this template is as follows:

- The item serial number (code 39) for all items that manage serial numbers

- The item barcode for items that do not manage serial numbers

This template can be used for the following:

- Document labels

- Inventory labels

Labels with serial number on request

Editing item labels on inventory

Back Office: Inventory - Reports- Item labels/On inventory

The Additions section displays additional options related to use of serial numbers. The “Serial number” field enables you to print items managed with serial numbers for

customer reservations or picking.

Item Count with Serial Numbers

Yourcegid Retail Y2 allows tracking items by serial numbers in the various modules of the application. The operation describes below is active only for filers supporting

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serial numbers, i.e. folders for which the “Serial number management”company setting is ticked. This setting is available in the company settings in Commercial

management/Items and is only visible the management of serial numbers has been serialized. This topic explains how to adjust serial numbers from inventory discrepancies.

Using the list of serial numbers in the theoretical inventory, the module allows you to delete or add them in line with the discrepancy quantity

Searching by serial number

Back Office: Settings - Items - Search priorities

Serial number searches require that search priorities be set beforehand.

Item search priority is handled by the transmission modules via PIT and inventory counter file. It is possible to scan serial numbers. However, for these operations to handle

serial numbers, one of the search priorities must contain the "Serial number" value. Item search priority must also be indicated in company settings (Commercial

management/Items). For more information on managing search priority, please see Search Priorities.

Generation of the inventory list

Back Office: Inventory - Conduct inventory - Beginning of inventory/Generate list

Front Office: Inventory - Conduct inventory - Beginning of inventory/Generate a list

In the creation window of the inventory list, a message is displayed red specifying that inventory lists including items with serial numbers must be created at a given moment.

Transmitted inventories with serial numbers

PIT transmission

Back Office: Inventory - Conduct inventory - Transmitted inventories - Entry/query

Front- Office: Management - Conduct inventory - Transmitted inventories - Entry/query

You can view and modify transmitted lists. You can also create a totally new list from this menu. If the operator has scanned serial numbers and not item barcodes, the item

search priorities from the company settings are used to find the e article to which the scanned serial number belongs. To ensure that serial number based searches work

properly, they must be unique in the item data. If there are duplicates, the first number recovered will be processed.

Rejected serial numbers

Back Office: Inventory - Conduct inventory - Transmitted inventories/Correct incorrect BC

Front Office: Management - Conduct inventory - Transmitted inventories/Correct incorrect BC

Rejected serial numbers can be viewed in the list of wrong barcodes. These errors will be processed the following way:

- Item unknown: the transmitted item reference failed to find the item in Yourcegid Retail Y2.

- Incorrect quantity: for items managed using serial numbers, if the inventoried quantity is other than 1.

Integrating an inventory counter file

Back Office: Inventory - Conduct inventory - Transmitted inventories/Integrate inventory counter file

Front Office: Management - Conduct inventory - Transmitted inventories/ Integrate inventory counter file

The import format for an inventoried item lists allows item serial numbers to be entered. The following cases may occur:

- The file has no serial number: serial numbers must be entered manually.

- The file contains a barcode and a serial number: the imported serial numbers will be automatically linked to the item that corresponds to the barcode.

- The file has only one serial number: the search priorities will be used to find the item to which the scanned serial number belongs.

Please note!

Only serial numbers referenced in the database will be recognized; others will be rejected as incorrect.

General remarks

- The entry window is pre-populated with serial numbers that have been imported or retrieved using a portable inventory terminal (PIT). These are displayed on the right-hand

list. This is possible only if the item that corresponds to the serial number has been identified in the import file or in the database.

- The length of imported codes is limited to 35 characters. If using an inventory terminal, bear in mind its particular limitations.

- Serial numbers are not mandatory at this stage. A transmission can be integrated even with an incomplete serial number entry; they can be filled in at the inventory count list

entry/modification stage.

- If the inventory count is conducted using barcodes (without serial numbers), and if the inventoried quantity corresponds to the number of serial numbers present in the

inventory, the serial numbers are automatically inventoried. The inventory count line is then automatically checked as entered.

- If the number of serial numbers inventoried and the quantity inventoried are:

- Identical: the line is considered to be entered. When the serial number detail window opens, the inventory serial numbers are automatically shifted to the right.

- Different: the line is considered not entered. When the serial number detail window opens, the inventory serial numbers remain on the left.

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Entering/Changing an inventory count with serial numbers

Back Office: Inventory - Conduct inventory - Enter/change inventory

Front Office: Management - Conduct inventory - Enter/change inventory

When entering an inventory count, the “Enter inventory” screen allows you to enter the inventoried serial numbers into the “Serial no.” column This list is used for both

dimensioned and single items.

This entry is mandatory only for lines with discrepancies.

Information on each line indicates whether or not it refers to an item managed by serial number. This information not only depends on the item, but also on the store, and on

the serial number management exceptions per store. The Number referencing window will open.

- By double-clicking on the line of an item managed by serial number.

- Using the “Detail of serial numbers” option available with the [Additional functions] button.

The upper section of the screen shows the item in question and the inventoried quantity. This window also has a indicator for the origin of the serial number:

- Red: Serial number present in the inventory but not inventoried

Serial number found in stock and inventoried :

Serial number not included in stock but inventoried :

Validating an inventory count

Back Office: Inventory - Conduct inventory - Validation

Front Office: Management - Conduct inventory - Validation

When validating an inventory count, an additional check is carried out to ensure that no information relating to items managed by serial number is missing. During validation,

the serial numbers in the inventory are deleted or added, depending on the discrepancies recorded:

- Inventory serial numbers are deleted for items that are included on the inventory count copy, BUT not in the inventoried serial numbers.

- Inventoried serial numbers that do not exist on the inventory count copy are added.

If serial numbers have a particular status (notice, customer preparation, etc.) this status is preserved.

Querying inventory count discrepancies

Back Office: Inventory - Conduct inventory - Generated inventory discrepancies

Front Office: Management - Conduct inventory - Generated inventory discrepancies

When viewing inventory count discrepancies, the Serial number display window can only be accessed in view mode.

Canceling an inventory count

Back Office: Inventory - Conduct inventory - Cancel validation

When canceling an inventory count, the inventory count discrepancy document is deleted. The serial numbers in the inventory are also updated according to the number of

canceled discrepancies.

Deleting an inventory count

When deleting an inventory count list, either via the inventory count entry multi-criteria selection screen, or as part of the end of inventory count process, a confirmation

request will advise you that the list will not be able to be recreated for the same date because it contains serial numbers. If deletion is confirmed, the serial numbers in the

inventory count list and the serial numbers in the inventory snapshot are deleted.

Customer Services and Serial Numbers

Customer Service records with Serial numbers

Back Office: Sales - Customer services - Customer service records

Serial numbers can be entered in the Description tab when entering information in a customer service record.

The Serial number field is available in the customer service record only if the store manages serial numbers.

When creating or modifying a customer service record, entering or scanning a serial number triggers a search for a customer service record that includes this serial number

and is current (i.e. a record that is not closed or document that is not inactive). If there is already a customer service record open, a message will tell you that there already is a

customer service record for this serial number.

Reports and customer service receipts with serial numbers

Customer service reports with serial numbers

The serial number is indicated on the following printed reports:

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- Customer service report

- Workshop report

- Shipping document report

- Customer quotation report

- Customer return report

Customer service receipts with serial numbers

The serial number is indicated on the following receipts:

- Customer service ticket

- Workshop receipt

- Shipping document

- Customer quotation

- Green light

- Returned to customer

The Serial number field is only visible if the serial number is displayed in the customer service record.

Item Referencing with Serial Numbers

Referencing serial numbers is optional. This allows you to identify all entry/exit movements for items composed in whole or in part of precious metals (gold, silver, platinum).

Yourcegid Retail enables you to:

- Stock the total weight for gold, silver or platinum for each item by date (serial #)

- Save customer-defined information by serial number.

- Print the serial number and actual weight for each document on retail invoices and labels (by document date).

Referencing settings

Activating referencing

Back Office: Administration - Company - Company settings - Commercial management/Items

This management option must be activated beforehand, using the Referencing Serial Numbers company setting. When this option is checked, it enables you to use the

referencing functions. If you also wish to manage the weight and components of items with serial numbers in addition to referencing, enable the "Managing weights and

components of serial numbers" setting.

Configuring document types

Back Office: Settings - Documents - Documents/Type

You must indicate the referencing type in the Inventory tab for each "Enter inventory" document type (see Configuring Document Types).

Configuring user-defined attributes

Back Office: Settings - Items - Field titles

This table enables you save user-defined information for each serial number. The following elements may be configured :

- User-defined serial number descriptions

- User-defined dates for serial numbers

- User-defined serial number checkboxes

- User-defined serial number values

They will then be available in the Inventory module, via Query - Serial number/Referencing serial numbers.

Managing components

Back Office: Settings - Management - Components

This command enables you to enter the various components for items managed by serial number.

Examples: Gold, silver, platinum, diamond, etc.

Components cannot be deleted if they are used for items with serial numbers.

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Managing measurement units

Back Office: Settings - Management - Measurement units

The measurement unit table in Yourcegid Retail Y2 can be used to save measurement units for component quantity. Measurement units cannot be deleted if they are used for a

component.

Entering references

Back Office: Inventory - Query - Serial numbers/Referencing serial numbers

This option enables you to search, create or modify serial number references, outside of all inventory movements. This referencing uses an existing table

(STKFICHETRACE), completed with user-defined fields. The "Reference without component" criterion enables you to filter the references entered with or without

components.

1. Click the [New] button to open the “Serial number tracking” window.

2. Enter header information (item code, serial no., etc.).

3. Click the [New component] button to enter the serial number component, including the weight.

The date and the “Closed” field enables you to track changes in weight for a component over time (e.g. gem polishing, removing a link from a necklace), thus providing the

product value history. By default, there is only one open line for given component.

If a component has already been entered, you may change it by double-clicking on the line. However, modifications are subject to the “Authorize modification of component

weight for serial numbers” access rights option (see Managing Access Rights.) The user may:

- Change the weight for an existing component

- Add another component

- Change the weight for component by date In this case, if the user changes a already existing component for a serial number, and the weighing date is:

- Identical: User will be blocked and must change the existing reference.

- Before: User will also be blocked.

- After: The existing weight will be closed and a new record added.

The same checks are implemented for imports of components linked to serial numbers.

Importing the reference table

Back Office: Data exchanges - Data recovery - Data import

If all references can be entered, it is possible to import these elements. There are 2 file formats:

- Reference import file (record identifier: SER)

- Component import file (record identifier: COM)

Importing enables you to manage creation of reference updates. Just as for components, you can retrieve composition updates (weight updates on a registered date or a new

weight for a new date). The rule remains a weight per active component (the previous component weight must be closed by importing) and the component list must be

modifiable.

Attention!

Taking serial number formats into account If the serial number is already referenced, importing will update it.

Example:

Ring GOLD Item 000566 no. 45645645678/

Component 001 – GOLD 4.45g 8/1/2012 Closed on –

Component 500 - Diamond 2 Ct 8/1/2012 Closed on –

To change ring weight, create new record : Gold at 4g. (Do the inverse to display open items above.)

Component 001 – GOLD 4.45g 8/1/2012 Closed on X

Component 500 – Diamond 2Ct 8/1/2012 Closed on –

Component 001 – GOLD 4.0g 10/1/2012 Closed on –

Each record includes the weighing date and the creation date with time, since the user created a new weight record.

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Bill of Materials - Contents

Three bills of materials are described in this document :

- The bill of materials (BOM) “macro” is designed to help with the data entry process. It consists of components that become independent once included in the documents.

- An assembly bill of materials enables you to run down component inventory by managing the bill of materials' own prices. Only the BOM line is displayed in the

documents. The BOM content is hidden.

The “assortment” bill of materials allows you to sell a combination package; e.g. a box of chocolates, without displaying the details of the content to the customer. The selling

price of the combination package is calculated from the total selling price of each of its components.

General settings

Company settings

Document types

Access rights

Creating/Duplicating bills of materials

Creating a “Bill of materials” item type

Creating BOM headers

Duplicating bills of materials

Selling a bill of materials in Front Office

Macro bill of materials

Assembly bill of materials

Assortment bill o materials

Returning a bill of materials

Free Items in bills of materials

Inventory management and counting

Inventory management

Inventory count management

Other uses of bills of materials

Standalone mode

Converting a document

Entering and invoicing transfers

Imports/Exports

Statistics

Settings for Bills of Materials

Company settings

Back Office: Administration - Company - Company settings

Go to Commercial management/Items

The following settings will impact the use of BOMs in the application:

- The BOM management setting allows you to authorize all BOM-related functionalities in the application.

- The "Authorize several headers per BOM" setting allows you to optimize the way in which bills of materials are managed in inventories. If the company setting is left

unchecked, an inventory may be done on bill of materials type items.

Go to Commercial management/Documents - Processing.

The following setting will impact the invoicing of transfers:

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- The company setting "Selection of whole transfers during processing", allows you to invoice all lines in a transfer in one go by including BOM lines. The standard process

of invoicing for transfers, which is line-based, does not allow bills of materials to be taken into account.

Document types

Back Office: Settings - Documents - Documents/Type

You will then need to define the documents that will use the bills of materials. Select the document type, then open the Items tab. In the Authorized item types area, select the

bill of materials type (NOM), then validate.

Access rights

Back Office: Administration - Users and access - Access rights management

The access rights pertinent to BOMs are located in the following menus:

Menu (26) – Concepts/Commercial management/Items

- Create BOM item

- Modify BOM item

- Delete BOM item

Receipts menu (107) - Access rights/Enter a transaction

- Show BOM detail

Creating/Duplicating Bills of Materials

Creating a “Bill of materials” item type

Back Office: Basic data - Items - Items

Regardless of type, you create bills of materials with the [New bill of materials] button in the multi-criteria toolbar. The "Choose bill of materials type" record will then

open, allowing you select the bill of materials type that you want to create: Macro, Assembly or Assortment

“Macro” bills of materials

The “macro” bill of materials (BOM) is designed to help with the data entry process. It consists of components that become independent once included in the documents. It is

not possible to enter prices, as the price for the macro bill of materials is the sum price of its components. User-defined information is not available and only the General tab is

displayed.

“Assembly” bills of materials

The “assembly” bill of materials allows you to maintain a specific price for a bill of material. This is the BOM that is displayed in the documents. Its content is hidden. It is

possible to enter a price for this type of bill of material. The user-defined information is also available. The following tabs are also displayed: General, Pricing, Characteristics,

Information

“Assortment” bills of materials

The “assortment” bill of materials allows you to sell a combination package; e.g. a box of chocolates, without displaying the details of the content to the customer. The selling

price of the combination package is calculated from the total selling price of each of its components. User-defined information is also available, and only the General and

Information tabs are displayed.

Creating BOM headers

Back Office: Basic data - Items - Items - BOM record

In this area, to view "Bill of materials" items in the Additions tab, select "Bill of materials" in the type of item field.

Open the BOM record you wish, then click the [Item BOM] button to create one of more BOM headers.

If the "Authorize several headers per BOM" company setting is left unchecked, it will only be possible to create one header per bill of material.

The user will be alerted about this incompatibility when the following message is displayed: Your setup does not allow you to create several BOM headers.

If you want Assortment BOM details printed on receipts, check "Print details".

Inserting components

After entering the required information (code, description, etc.), click the [BOM component] button in the "BOM (header)" record.

Select the "Enter BOM" option to display the BOM input screen. This step allows you to select various items (single and dimensioned) that make up the BOM. It is possible

to associate a quantity with each selected item. This quantity will then be used when the bill of materials is entered in a document.

This button, on the BOM entry screen, is used to preform a number of actions:

- Open the item record

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- To do: Find the bill of materials headers the item is attached to.

- Insert/Delete lines

- The "Show dimensions" option allows you to display the dimensions for the item on the task bar at the bottom of the record.

Viewing BOM components

When you have created headers and added components to the Bill of materials record (header), click the [New bill of materials] button. Select the “Implode” option.

The Imploded bill of materials screen will open, giving a more detailed view of the complete bill of materials: the various BOM prices and items will be displayed (LPP, LCP

etc.), as well as the list of items composing it.

Duplicating bills of materials

Back Office: Basic data - Items - Items

In the multi-criteria screen showing the Bill of materials type items, select the one you wish, then click the [Duplicate item] button.

A new "Bill of materials" item record type will be displayed, using the name of the duplicated item.

Selling a Bill of Materials in Front Office

Front Office: Sales receipts - Sales - Enter transaction

Macro bill of materials

When entering a document

The act of entering the item code corresponding to the bill of materials or scanning the barcode will display the BOM line and the lines corresponding to its components. The

prices are displayed automatically as if the items had been entered directly (item price lists applied). It is possible to change the quantity.

When printing documents

Bill of materials and component detail appearing on receipts

Assembly bill of materials

When entering a document

When entering a document, the process of entering the item code corresponding to the bill of materials or scanning the barcode will display the bills of materials line only.

Lines for its components will not appear. If a price list exists for the BOM item, it will be displayed automatically.

Assortment BOM

When entering a document

When entering a document, the process of entering the item code corresponding to the bill of materials or scanning the barcode will display the “Bill of materials breakdown”

window. This screen allows you to modify the quantity of each of the components, as well as delete certain components and add new ones. This is the real advantage of this

type of bill of materials, as the salesperson can customize the packages purchased by the customer right at the register.

Any changes made to the components will only affect the current entry. They will not be transferred to the bill of materials.

The selling price of the combination package is calculated from the total selling price of each of its components.

This button opens the Discount window to enter a discount for one of the lines in the bill of materials.

This button allows you to save the bill of materials under a new name in the event of changes being made to the quantities, for example. The main advantage here is that

it facilitates the entry of new assortments at the register. The bill of materials backup window opens to allow you specify a name for the new bill of materials, as well as label

printing options. If a bill of materials containing the same component lines exists, a message will be displayed to this effect on validation.

When the bill of materials is validated, the relevant line is added to the receipt, including any discounts entered.

If necessary, you can view the details of the bill of materials again by clicking the [Additional actions/BOM detail] button on the toolbar. This function is subject to

access rights see “BOM details”.

Display the components of the bill of materials

In the same way as with dimensioned items, the assortment is displayed in the document as a comment line, with the components included as hidden item lines. You can

display the BOM lines by pressing the ALT+D combination on the BOM line. Each component line is linked to the assortment line. As a result, the following applies:

- Cannot delete or modify component lines.

- Modifying an assortment quantity will trigger the update of each component quantity.

- Deleting an assortment will trigger deletion of all component lines.

- If a discount has been entered in assortments, it will be applied to all components available to be discounted. The markdown reason entered in assortments will be copied to

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each discounted component.

When printing documents

When the document is printed, the bill of materials detail will only be included if the printing of details was specified in the settings for the bill of materials header.

Taxes

The tax calculation function does not take into account the assortment line; however it does take into account the component lines. This allows the association of items within

the same assortment that are subject to different tax rates – for example, dark chocolate is subject to a VAT of 5.5% whereas milk chocolate is subject to a VAT of 20%.

Selling assortments in Back Office

The process is similar to that used for entering sales and printing invoices in Back Office. Unlike Front Office, an assortment discount can only be entered in the form of a

percentage that is applied to each component.

Returning a Bill of Materials

Front Office: Sales receipts - Sales - Enter transaction

Returning a bill of materials is done using the [Actions on lines] button, “Returns line” option or “Returns line without control”.

The "Return of receipts" option means that an entire receipt was returned and the customer was identified during the sale.

In any case, returns are saved exactly as sales are, with a negative quantity.

Returning bills of material

Return line option

When you use this option, the Internal Reference dialog box will be displayed. If you leave this dialog without entering a reference, the "List of items sold " box will appear.

You may then search sold items. In this area, to view "Bill of materials" items in the Additions tab, select "Bill of materials" in the type of item field. The complete bill of

materials will be returned with all components. Only one line will be included on the receipt, reflecting the sale. The components will be retrieved with information from the

original line.

Return line option without control

When you use this option, it is easier to first scan the bill of materials code then use the [Actions on lines - Line return without control] button. The complete bill of materials

will be returned with all components. Only one line will be included on the receipt, reflecting the sale. The components will be retrieved with the breakdown in the item field.

Managing multiple quantity returns

When there are several items of the same type, you can use an input screen to change any returned quantity. To do this, check the “Remainder management on returns” option

available in Register settings/Management tab.

Managing Free items in Bills of Materials

Creating a free item list

Back Office: Basic data - Items - Item list

For item lists relating to “Loyalty” and “Sales conditions”, you can enter an equivalent value in points for each item on a list. To display this value in a multi-criteria list, you

need to select the "Item value (MLH_VALEURARTICLE)" field in customizing presentations.

To integrate bills of materials into a created list of items click the [Add items] button, and then select the “Bill of materials” option.

- Only "macro" and "assembly" bills of materials are managed.

- Only the item lists pertaining to "Loyalty" or "Sales Conditions" are concerned.

- The value of the item concerns the bill of materials and its components.

Using the list in Front Office

Front Office: Sales receipts - Sales - Enter transaction

When calling up an item list, a bill of materials will behave same way as other items.

When selecting, you will find the integration function to be similar to bill of materials sales in the receipt (prices, inventory, component management, etc.).

The selling prices in the bill of materials and components will be cleared to 0, with the discount reason configured in Sales conditions and Loyalty.

Inventory Management and Counting

Inventory management

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Inventory statements and snapshots

Back Office: Inventory - Processing - Inventory statements and/or Inventory snapshot

The creation of inventory closures and inventory snapshots takes into account the bills of materials stored in the LIGNENOMEN table.

Inventory Adjustment

Back Office: Administration – Maintenance – Inventory adjustment

The inventory adjustment utility takes into account the bills of materials stored in the LIGNENOMEN table.

Replenishment

Back Office: Inventory - Store replenishment

Assortments are not held in stock. They cannot therefore be taken into account when calculating store replenishments. However, the sale of an assortment will trigger the sale

and update of the corresponding component inventory. These elements are taken into account when calculating the replenishment (a search is carried out for the sales in the

LIGNE + LIGNENOMEN table). The restriction of items based on movements takes bills of materials into account. Sales and lifecycle methods take bills of materials into

account.

Inventory count management

When generating an inventory list, bills of materials can be selected just as items of type merchandise. When a bill of materials is selected, the associated items are then

inserted into the inventory list. Inventory transmission also accepts bills of materials that will be added to the transmission when BOM barcodes are scanned and then broken

down when integrated.

Example:

The “BASKET” bill of materials is composed of 2 chocolate bars and one pack of coffee

When this bill of material is scanned for transmission, you will see a BASKET line appear. If you scan 2 BASKETS, a line with 2 “BASKET” bills of materials will appear.

When integrating this transmission; the module automatically transforms the bill of materials by returning the items that compose it to insert them into the inventory list.

In our illustration,

If you scan 1 basket, you get:

- one line with 2 chocolate bars

- one line with 1 coffee pack

If you scan 2 baskets, you get:

- one line with 4 chocolate bars

- one line with 2 coffee packs

Note that a bill of materials may have more than one header; in this case, the bill of materials cannot be used in inventories.

Required settings

Back Office: Administration - Company - Company settings

Go to Commercial management/Items and uncheck the “Authorize several headers per BOM” option.

This setting prohibits the creation of several headers for a bill of material to make them usable in inventories. To use bills of materials in transmissions, this setting must be

unchecked. Otherwise, the process can select a header only arbitrarily. Once this setting disabled, you cannot create more than one header for a bill of materials.

Attention!

This setting is initialized according to the data in the database. If there are several headers for a same BOM item, the setting is enabled; otherwise it is disabled. If the setting is

enabled and there are several headers for the same BOM, then the company setting can not be changed as long as there are BOMs with several headers.

Taking inventory

Back Office: Inventory - Conduct inventory

It is possible to select bills of materials directly when creating an inventory list or transmission. The associated items are then added to the corresponding document

automatically. When bill of materials barcodes are scanned, they will be added to the transmission then broken down during integration.

Other Uses for Bills of Materials

Standalone mode

Back Office: Administration - Schedules tasks - Price list aggregates

All types of bills of materials are available in standalone mode. To have access to them, the following conditions must be met:

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- Only bills of materials sold within 90 days preceding the calculation date of aggregates are taken into account.

- The “Bills of materials” option must be ticked in the price list aggregates.

Note that price list aggregates for items composing bills of materials are calculated even if they do not met price list aggregate criteria (refer to Managing Price Lists and

Items in Standalone Mode).

Converting a document

When converting a document containing an assortment, each component line is linked to the corresponding line in the original document. Remainders can be managed at

assortment level, with the option of balancing assortment remainders.

Entering and invoicing transfers

When invoicing transfers, it is possible to invoice a transfer in its entirety, with inclusion of bills of materials. In this case, the selection is made in the document header.

The company setting, “Selection of whole transfers during processing”, accessed under Commercial management / Documents – Processing, allows you to invoice all lines in

a transfer in one go by including BOM lines.

The standard process of invoicing for transfers, which is line-based, does not allow bills of materials to be taken into account.

Imports/Exports

Bills of materials are integrated into import/export functions.

Statistics

The vast majority of the statistics available in Front Office and Back Office take components into account, as opposed to assortments.

Linked items - Contents

The function described in this document allows you to link one or more items to a reference item, in order to increase sales for the store.

For example, if a customer is purchasing a bathrobe, the accompanying towel and wash cloth can be proposed to the customer automatically.

Linked items can also be used to manage environmental taxes.

Linked item settings

Company settings

Document types

Access rights

Item settings

Sold quantity accounting

Viewing and deleting links between items

In the item record

In the linked items list

Linked item operation

Enter reference item

Linked item returns

Standalone mode

General constraints for linked item lines

Data import

Management rules

Management rules for mandatory linked items

Linked Item Settings

Company settings

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Back Office: Administration - Company - Company settings

Open Commercial management/Items, and check the “Management of linked items” option.

Document types

Back-Office: Settings - Documents - Documents/Types

Select the document type you wish to enable the function for. Open the Item tab, then check the “Management of linked items” setting. Repeat the option for each document

type concerned. If the linked item is a service (e.g. affixing a name to an item of clothing), it will also be necessary to authorize the “Service” item type. This operation is done

in the same tab, via the “Authorized item types” field.

Back Office: Settings - Front Office - Register - General tab

Front Office: Settings - Registers - Register - General tab

The “Propose linked items” setting (General tab) enables you to determine the how the register is to operate :

- Setting unchecked: Only required items will be added to the receipt.

- Setting checked: Users can select linked items (not required items) to be added to the receipt.

Access rights

Back Office: Administration - Users and access - Access rights management

- Menu (26)—Concepts - Commercial Management/Items/Batch deletion of linked items: Authorizes or prevents batch deletion of linked items.

- Menu (110)—Basic data- Items/List of linked items: Authorizes or prevents access to the list of linked items.

- Menu (113)—Follow up actions - Basic data/Items/Batch deletion of linked items: Traces batch deletion of linked items done by users. Once the follow-up enabled, these

deletions may be viewed in:

- Back Office: Administration - Event log - Log query

- Front Office: Settings - Administration - Event log - Log query

Item settings

Back Office: Basic data - Items - Items

It is possible to link one or more items to a reference item. These linked items will be proposed when entering the document.

1. Open the reference item record.

2. Click the [Complementary Data] button, then select the “List of linked items" option.

3. Enter the following information in the linked item window.

Sold quantity accounting

Back Office: Basic data - Items - Services

Services updates the running total for the document quantity. Accordingly, item sales with required a service will display a subtotal of 2 items sold. An option has been added

to service type items, enabling you to show whether the quantity is to be added to the total quantity for each document. This setting can be applied in Service type item

Field

Description

Linked item

Select the item to be linked to the reference item.

Type of use

The linked item can be a service or merchandise type item. The available

usage types are below:

- Proposed item: The linked item is proposed when the reference item is

entered in a document. It is up to the user to manually select the linked item,

if desired.

- Pre-selected item: Pre-elected linked items are proposed when the reference

item is entered in a document.

- Required item (available only for Service type items): The linked item is

automatically proposed and pre-selected. It cannot be deselected when

entering the reference item.

Applying reference item

quantity

Allows you to propose the same quantity for the linked item as for the

default reference item.

Stores/Application flow

You may determine the scope of application for the proposal of linked items,

particularly for subsidiary stores and document types.

Propose during sale, if

shortage

Allows you to authorize or block proposal of the selected linked item, even if

this item is no longer in stock. This option is only available for a

merchandise type item which is also managed in stock.

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records. For Service type items, the “Counted in total quantities” option allows you to exclude the linked item from subtotals and totals for the documents entered.

Viewing and Deleting Links between Items

Performing these actions will delete the link between the linked item and the reference item, but will never delete the linked items themselves.

In the item record

Back Office: Basic data - Items - Items

View or delete linked item records

1. Open the item of reference record.

2. Click the [Complementary Data] button, then select the “List of linked items" option.

The linked item record will display.

3. Use this button to delete the link between the reference item and the linked item.

In the linked items list

Back Office: Basic data - Items - Linked item list

View or delete linked items

Open the reference item record and use the [Delete] button to delete the link between the reference item and the linked item.

Batch deletion of linked items

Select the linked items to be deleted, then start the deletion operation.

Attention!

The corresponding authorization must be enabled to perform this operation.

Linked Item Operation

Enter reference item

When entering a reference item, the Items window will open. Items will be displayed differently according to the linked item type. If the linked item is a:

Proposed item

A red button will show on the item line. The user will need to use the space bar to select the item.

Pre-selected item

A green button will show on the item line, displayed in italics. Because the linked item is pre-selected by default, the user will need to use the space bar to deselect the item.

Mandatory item

- If another item is linked to the reference item, a padlock will show on the mandatory linked item line, displayed in italics. The user cannot perform any actions on this item.

- If no other item is linked to the reference item, the mandatory item is automatically inserted into the document.

Linked item returns

When entering a return in Front Office, mandatory linked items are automatically inserted.

Standalone mode

Only mandatory linked items are managed in standalone mode, assuming that they have been included in the calculation of price list totals. Register settings must also be

exported.

General constraints for linked item lines

Inserting lines

Lines cannot be inserted between a reference item and its linked item when the linked item is a mandatory item.

Changing quantity

If the Apply quantity of reference item option is checked, modifications made to the reference item quantity are automatically copied to the corresponding mandatory linked

item lines. It is not possible to modify the quantity of a mandatory linked item directly.

Deleting lines

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Mandatory linked item lines cannot be deleted. However, the deletion of a reference item line triggers the deletion of the corresponding line in all associated mandatory linked

items, but not in non-mandatory linked items.

Importing data

When importing documents, all mandatory linked items are added automatically.

- The $$_GEREARTLIESOBLIG field allows you to activate or deactivate the management of linked items (Replaces the PARPIECE option).

- The $$_MNTARTLIESOBLIG1 field allows you to indicate the amount that will be copied to the first mandatory linked item added (only the price of the first mandatory

linked item is retrieved).

Example

Import format allowing you to create or modify large numbers of linked items in bulk:

Management Rules for Mandatory Linked Items

Document generation

Manual generation

When opening the document to be generated, the application verifies that all mandatory linked items are included. If not, the items are added automatically (checks are carried

out based on the generated document type, based on whether or not the document type authorizes the management of linked items.)

Automatic generation

The automatic generation of a document involves adding the missing mandatory linked items.

Document modification

When opening the document to be modified, the application verifies that all mandatory linked items are included. If not, they are added automatically.

Document duplication

When opening the document to be copied, the application verifies that all mandatory linked items are included in the new document. If not, they are added automatically.

Processing customer orders in Front Office

The verification process is the same as for document generation. After it has been processed, the customer order will trigger generation of an available order and transfers.

Missing mandatory linked items will be added automatically if the generated documents manage linked items.

Entering purchase order proposals and pre-allotment

When generating the supplier order based on a pre-allotment defined for the purchase proposal order, mandatory linked items will be added automatically if the supplier order

manages them.

Processing replenishment orders

When generating the supplier order based on a replenishment order entered in Front Office, mandatory linked items will be added automatically if the supplier order manages

them.

Invoicing sales and transfers

When generating documents arising from invoicing sales and transfers, mandatory linked items will be added automatically if the documents manage them.

Configuring and Using Mask-Types

The objective of mask-types is to facilitate the entry of quantities in dimension grids by using pre-referenced allocation profiles.

Example:

Size

Quantity

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Preliminary settings

Company settings

Back Office: Administration - Company - Company settings

To manage this feature, refer to the Company settings, topic Commercial management/Items/Management of mask-types.

Types of documents

Back Office: Settings - Documents - Documents/Types

Management of mask-types should be activated for the document type selected. To do this, the "Use of mask-types" field must display the management type desired, found in

the Item tab. You can then achieve the following:

- Specify that mask-types should not be activated

- Activate the optional management of mask-types for a document

- Activate the mandatory management of mask-types for a document

Access rights

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

The access rights concerned by this function are located in menu 26 - Concepts, Commercial management/Mask-types. You can then authorize or refuse the following rights:

- Create mask-types

- Change/Delete mask-types

- Associate an item to a mask-type

Creating and associating mask-types

Creating mask-types

Back Office: Settings - Dimensions for items - Mask-types

1. Click the [New] button and specify a code and description of the mask-type.

2. In the Dimension selection section, select the dimensions desired, as well as the presentation.

The options proposed enable you to specify the type of mask-type.

- Standard: Enables you to specify a mask-type (default)

- Packaging: Indicates that the mask-type will be used as a package. If this box is not checked, the mask-type will only be used as an order entry profile.

- Closed: To forbid any future use of the mask-type.

3. When the mask-type has been validated, the "Detail" option will show all dimensions.

Associating mask-types to items

Back Office: Basic data - Items - Items

For dimensioned items only, the Characteristics tab of the item record allows you to define whether mask-types are managed, and if they are, to associate them to these items,

if necessary. If the management of mask-types is activated in the item record, it is possible to define how the feature works by selecting the appropriate option:

- Mandatory: In this case, use of the mask-type will be mandatory when entering a document for this item.

- By default: useful if several mask-types are associated to one item.

- Standard: The item can only use the "standard" mask-types and all of them will be implicitly associated to it, without having to do it manually via the [Mask-type

association] button at the right of the field. The button will only be accessible in read-only mode.

You can use the [Mask-type association] button to associate a mask-type with an item, except when "Standard" is checked. In this window that displays, the “Usable

mask-types" section enabled you to shift a selected mask-type to the "Item mask-types" section, using the [Move to right] button.

Using mask-types when entering a document

When entering a document that supports mask-types, a window will be displayed for the items for which mask-types are managed in order to determine the quantities to be

entered. If the “Enter mask-types by quantity” company setting is:

- Not ticked: You only need to enter the number of mask-types to be added to the document. This is to be done in the "Number" field.

- Ticked: You can also enter quantities for items to be inserted into the document. Converting the quantities to the number of mask-types is carried out automatically. This is

to be done in the "Total quantity" field.

Note!

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In this configuration, the quantity entered must obviously be a multiple of the total number of items for the mask-type. Otherwise, a message will be displayed indicating that

the quantity does not match a multiple of the mask-type.

Lists of Items and Lists of Stores - Contents

Yourcegid Retail offers many processes enabling you to select items according to classification: category levels or user-defined tables. This functionality enables you to select

a list of items free of all classification. You may also manage store triggers based on a store list (cf. Triggers).

Creating an item and/or store list

Creating list headers

Adding items to the list

Adding stores to the list

Special features of Sales conditions and Loyalty lists

Examples of item list usage according to scope

Using item lists

Using store lists

Importing lists

Importing an item list

Importing a store list

Associated access rights

Access rights management

Creating an Item and/or Store List

Back Office: Basic data - Items - Lists of items

Back Office: Basic data - Stores - List of stores

A list is made up of a header and lines (items or stores). To create an item list, follow the procedure shown below.

Creating list headers

Press the [New] button, then enter a code and description associated to the new list, and if need be, select a restriction category.

The Scope of use section enables you to define the functionality this list is to be used in (note that only the scope of use “Triggers” can be used for lists of stores:)

- Calculation of WAPP - WACP

- Sales conditions

- Triggers

- Loyalty

- Gift lists

- Inventory

- Payment methods

- Transfer price rule

- Replenishment

- Statistics

- Price list update

Next, press the [Validate] button to open the selection screen for the items or stores that will make up the list.

Adding items to the list

After creating the list header, the item list screen will be displayed.

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Press the [Add items] button, then select the item selection type:

- Item grouping: select from generic and single items

- Dimension grouping 1 - 5: select items according to dimension (size, color, material, cup, length, shoe size, etc.).

- No grouping: select from single and dimensioned items

- Bill of materials: select from Macro and Assembly bills of materials

In the Item selection screen, make your selection using the space bar or the [Select all] button.

After making your selection, click on [Add items] then validate the confirmation message.

The Item list screen will open with the list of items previously selected. At this point you can add new items, delete items or even leave the screen.

“Bill of Materials” type items

Only Macro and Assembly bill of materials types are authorized. They need to be linked to lists including “Sales conditions” or “Loyalty”. When calling up an item list, a bill

of materials will behave same way as other items. When selecting, you will find the integration function to be similar to bill of materials sales in the receipt (prices, inventory,

component management, etc.).

“Service” type items

You can integrate services into item lists in order to allow loyalty to manage gift lists including “service” type services. Authorized services include the following areas:

- Sales conditions

- Triggers

- Loyalty

- Gift lists

- Payment method

Adding stores to the list

After creating the list header, the item list screen will be displayed.

Click the [Add stores] button to display the stores.

In the Store selection screen, make your selection using the space bar or the [Select all] button.

After making your selection, click on [Add stores] then validate the confirmation message.

Special features of “Sales Conditions” and “Loyalty” scopes

Allocating values

For item lists relating to Loyalty and Sales conditions, you can enter an equivalent value in points for each item on a list. These values will be used for loyalty gift lists and

sales conditions lists.

Select the item, then click on the [Allocate values] button. The Value to allocate window will open, enabling you to enter an item value.

BOM management

When calling up an item list, a bill of materials will behave same way as other items.

When selecting, you will find the integration function to be similar to bill of materials sales in the receipt (prices, inventory, component management, etc.).

Sales conditions options

This section is visible only if the “Sales conditions” scope is checked. The displayed options enable you to show whether you wish to offer “Item merchandise not managed in

stock” , and/or “Item merchandise with zero or negative stock” as item-gifts.

The “Order of display” option enables to determine the order of display of items in item lists. It may take the following values: item and description code, value (descending

sorting), quantity in stock (descending sorting).

When entering sales receipts, if the conditions for obtaining sale conditions wit the list of gift items have been met, the gift selection window will display the available items

according to determined stock criteria, according to the order of display configured.

In standalone mode, item lists are downloaded, but not stock. It will therefore display 0. If the list of items has been configured to be sorted by the quantity in stock, then it

will be sorted by item code.

Examples of Item List Usage According to Scope

When your item lists have been created, they can be used in various functions according to the scope of use shown in the record.

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Using item lists

Calculation of WAPPs

Back Office: Administration – Maintenance – Recalculation of WAPPs

This command enables you to calculate the WAPP for a list of items selected from the Characteristics tab, Option section.

Sales conditions

Back Office: Sales - Sales conditions - Rules

This command enables you to create sales conditions concerning a list of items shown in the Benefit tab.

Triggers

Back Office: Settings - General - Triggers / Item

This command enables you to create item triggers on the basis of an item list in the Trigger type section.

Loyalty

Back Office: Sales - Loyalty - Loyalty programs

This command enables you to specify whether item lists will be managed in benefit options.

Gift lists

Back Office: Sales - Gift lists - Management of lists

This command enables you to add items from a previously created item list.

Inventories

Back Office: Inventory - Conduct inventory - Beginning of inventory / Generate a list

The “Use of an item list” field in the “Item selection” area, allows you to use one or more previously created item lists. Items in this list make up the items to be inventoried.

Payment method

Back Office: Settings - Management - Payment methods

For a given payment method, Yourcegid Retail Y2 enables you to specify the item you wish to offer to customers during a sale paid 100% by this payment method. The

Front-Office tab enables you to input the item list to be used to reimburse the customer.

Transfer price

When this function is enabled (via company settings and Store records), an item list will be automatically displayed in document entry mode (for document types defined in

calculation rules).

Replenishment

Back Office: Inventory - Store replenishment - Replenishment and Distribution and Rules for replenishment

The Replenishment and distribution command enables you to add items from a previously created item list. Likewise, the Rules for replenishment command enables you to

create replenishment rules based on an item list.

Price list update wizard

Back Office: Sales - Pricing - Price list update / On item lists

This command enables you to update a previously created item list. The screen will display a multiple criterion listing all the items whose scope of use is "Price update".

The [Additions] button lets you view a list header, as well as items on the list.

Double-clicking on the selected item list will launch the price update wizard.

Before the wizard comes up, a test will be done to ensure that the item list is actually complete.

Generating prices is done using items on the list in the same way as when items are selected individually.

Using store lists

Note that store lists, have only a scope of use of type “Trigger”.

Triggers

Back Office: Settings - General - Triggers / Store

This menu enables you to create store triggers based on a store list (enable the “Store list” option in the “Trigger type” section).

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Importing an Item and/or Store List

Back Office: Data exchanges - Data recovery

To import item lists, you need to specify an importing format for them with all the required fields, as well as the tests to be done and data to be updated. The new format is to

be supplied for "Default recovery" data origin. This is to be completed with a “.dai” file (contact your Cegid consultant, if necessary).

For more information on importing item or store lists, please refer to the documentation about Data imports - Import formats.

List of items

MLISTEARTICLE

You may create and update item lists by importing files to the MLISTEARTICLE table.

The import format is defined in the MLISTEARTICLE table containing the items on the list that several supplementary fields will be added to, in order to manage header data

and various item information.

Procedure

Items may be entered via barcode or item code. Dimensions are checked in relation to an additional description (CAPM code). Note that price list importing can only update a

single usage scope, which may be completed by importing another scope.

According to the item information entered, grouping by item will be determined automatically, except if a settings discrepancy prevents it:

- Item grouping

- Grouping - dimensions 1 to 5

- No grouping

List of stores

You may create and update item lists by importing files to the following tables:

MLISTEETABENT

This table is populated using the following fields:

MLISTEETABLISS

To populate the MLISTEETABLISS table:

Access Rights Linked to Item and Store Lists

Back Office: Administration - Users and access - Access right management

The access rights concerning this function are located in the following menus:

List of items

Menu 26 – Concepts

In the Commercial management section, you can choose whether or not to authorize salespeople access to the following commands:

- View all item lists

- Modify all item lists

Field

Description

$$_LIBELLELISTE

Description of the store list

$$_PORTEELISTEETAB

Scope of use for the store list

$$_FAMILLERESTR

Restriction category for the store list

Field

Description

ML2_ETABLISSEMENT

Store code

$$_ANNULEREMPLACE

- X: Deletes all stores from the list before recreating it, by adding the store from the

relevant line.

- Empty: Adds store of the relevant line

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Menu 102 – Sales

In the Price list update section, you can choose whether or not to authorize salespeople access to the price update command on the item list.

Menu 110 – Basic data

In the Commercial management section, you can choose whether or not to authorize salespeople access to the List of items command.

Store list

Menu 110 – Basic data

In the Commercial management section, you can choose whether or not to authorize salespeople access to the List of items menu.

Item Dimensions - Contents

Since items for sale have to be ticketed, Yourcegid Retail offers several item label editing methods

- When a document has been validated (e.g. during supplier receiving), the quantity edited will be the one in the document.

- On request: Re-editing lost or damaged labels. The quantity edited is the one pulled from stock.

- On inventory: Re-ticketing a set of items (e.g. because of price changes). The quantity will be edited according to those still present in the stock.

- On catalog: Making up a "book". The quantity edited corresponds to the number of copies of the labels that have been requested for each item.

- ….

Item label editing is available in Back Office with the following commands:

Purchases, Sales and Inventory modules, Reports menu, Item labels command.

- Basic data module, Items menu, Labels command.

Incidentally, label editing is also available in Front Office (Management menu).

Printing labels from dedicated menus

Labels on catalog

Labels on request

Labels on serial number

Labels on sale return

Labels on document

Labels on inventory

Labels for replenishment

Editing labels

Using templates by item

Editing during document validation

Editing for modified price lists

Editing labels by store

Label printer margins

Reprinting labels

Partial printing of price list labels

Associated access rights

Access rights management related to labels

Editing Labels from Dedicated Menus

Back Office: Purchases (or Sales or Inventory) - Reports - Item labels

Back Office: Basic data - Items - Item labels

Front Office: Management - Inventory - Item labels

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Labels on catalog

The Labels on catalog command allows you to specify the required number of labels and template to be used to edit the labels for all selected items, regardless of whether or

not these items are currently in stock. The multi-criteria selection screen allows you to select the items to be ticketed. The Page layout tab allows you to select the label

template to be used, as well as the number of copies to be printed. You can also display a print preview if needed.

Labels on request

The selection screen allows you to indicate the items to be labeled, as well as the number of copies to be printed, and the store for the printout.

The dimension mask opens automatically for dimensioned items. The quantities entered for the dimensions may also be viewed.

The “Price list date” field allows you to print labels for a specific price list date. By default, this value is set to the current date.

The Quantity in stock is displayed for information purposes.

To edit labels, you must use the [Validate] button to perform the selection.

Then to start printing, click the [Print] button.

You may start printing at the nth label, in order to recycle partially used label sheets.

After editing, you can save your selection by clicking Yes in response to the following prompt: "Do you want to restart this process later?”

Labels on request via terminal downloading

You may also add data to the item list via portable inventory terminal downloading.

Click the [Terminal downloading] button to open the download window.

This window enables users to insert items listing the references to print.

Note that you may select items by scanning their serial numbers.

Labels on serial numbers

This process, which is only available if serial number management has been serialized, is very similar to the process used for editing labels on request. You must select the

warehouse where the serialized items are stored, as well as the serial numbers to be printed.

Labels on sale return

The screen used for sales return labels allows you to print the exact number of labels corresponding to the items returned. This command is particularly useful for items

returned without sales receipts.

Labels on document

This command concerning labels for orders, delivery notices, receipts and transfers, allows you to print the exact number of labels for the items contained in a document of the

type in question.

The multi-criteria selection screen allows you to select the store, date range, and numbers corresponding to the documents.

The Page layout tab allows you to select the label template to be used and display a print preview if needed.

The number of copies is determined automatically by the quantity displayed in the selected documents.

When editing labels for documents, you may print a header label in the Page layout tab, in order to separate the documents.

Labels on inventory

This command allows you to print the exact number of labels corresponding to the number of copies in stock of the selected items. The multi-criteria selection window allows

you to select the store corresponding to the inventory and the items to be labeled.

The Addition tab enables you to print items managed with serial numbers for customer reservations or preparation.

The Page layout tab allows you to select the label template to be used and display a print preview if needed.

The Price list date field allows you to print labels for a specific price list date. By default, this value is set to the current date.

The number of copies printed is determined automatically by the quantity in stock in the warehouse in question.

The Use of scheduled price lists option (Criteria tab) enables you to edit labels for items in stock which have scheduled price lists, regardless of print date. Items in stock

which do not have scheduled price lists will not be taken into account. By default, the Standard Label w/ scheduled price lists includes this function.

Note that this option is not compatible with the following options: Item lists and Use item template.

Labels for replenishment

Back Office: Inventory - Store replenishment - Replenishment and distribution

You may create labels when validating replenishment proposals.

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The print label on proposal engine operates the same way as the other label modules (templates for stores, items, shortage management, etc.)

The [Print] button enables you to re-print labels for replenishment at any time after validating the proposal.

Note that this function is subject to the following access right: Follow up actions menu (113): Inventory, Replenishment/Labels on proposal and documents.

Editing Labels

Using templates by item

Back Office: Basic data - Items - Items

The item record allows you to specify the label template to be used for certain items. To do this, select the desired label template in the field of the same name in the General

tab.

There may be different templates according to items. In this case, if the corresponding option is checked at the time of printing, each item will be printed according to its own

template.

You can also avoid selecting a template for certain items. In this case, the template used for printing will be the one used for this printout. To use this function, you need only

uncheck the "Use template by item" option in the Page layout tab in the multi-criteria screen for labels. The edition will then be sorted by label template: a window will enable

you to insert the corresponding medium between each template (Medium to insert field).

Notes:

- The label template can be changed in this window.

- You can start editing from x label, in order to recycle partially used label sheets.

- Item labels that have not been allocated a specific printing template will be printed based on the template indicated on the multi-criteria selection screen on the Page Layout

tab.

Editing during document validation

Back Office: Settings module - Documents - Documents - Types

Depending on the document type, you can use the "Edit labels" section in the Layout tab to select the default print options when validating documents.

In the "Printing options" section, the "Template choice at end of document" option enables you to make this window appear with the default values at document validation, to

make quick changes.

When validating a document, Yourcegid Retail automatically triggers label printing for items entered in the document, according to the specified settings.

Editing for modified price lists

Back Office: Sales - Pricing

Several commands in the Sales module, Pricing menu allow you to edit labels for items for which the price list has changed, based on 3 criteria in the Standards tab:

- The Frozen price lists checkbox allows you to display price lists that have been frozen in the module used for automatically generating price lists.

- The Modified prices checkbox allows you to only display the price lists for which the previous price is different from the current price.

- The Changed since field allows you to retrieve price lists that have been modified after the specified date.

You can print labels on selected price lines in the multi-criteria list, using the [Edit labels] button. When printing labels, the following screen will be displayed and allows

you to select the following:

- label template to be used

- use templates by item

- number of labels to be printed for each item based on the inventory from the selected store

- number of labels to be printed for each item depending on a specified quantity.

In Front Office, a simplified window allows you to access this function from the Sales receipts module, menu Pricing, command Labels on new price lists.

Editing labels by store

Back Office: Basic data - Stores - Stores

You may configure item label templates to be used for each store.

The setup rules are created by clicking the [Additions/Exception on label template management] button in the store record. These exceptions are based on item

groupings such as collection, user-defined tables, or supplier.

You can create as many exceptions as needed. A priority order (modifiable) will allow you to define the rule that is to apply in cases where several rules apply to the same

item.

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Warning!

This search process is only performed if the use of templates by item is activated for editing.

This setting has priority over item labels template defined in the item record for the store in question.

Label printer margins

Back Office: Administration - Users and access - List of printers

This command enables you to reset different print margins for certain labels.

Click the [New] button to create a new record. When the settings have been made, they must then be assigned to the relevant users via user records, as described below.

Assignment to User Record

Back Office: Administration - Users and access - Users

Open the selected user record and select the print margin desired (Print margins field).

Reprinting labels

Tracking reprints

Back Office: Administration - Users and access - Access right management

You can track label reprints and enter the corresponding reason for reprinting. This function requires the assignment of access rights for label reprinting via Menu 113 –

Follow up actions. You can therefore specify that entry and follow-up should be activated for catalog printouts, on-demand printouts, and inventory printouts, not for the other

printing modules. If follow-up is activated, you need to enter a reason when reprinting labels, and a record will be entered in the event log.

Creating print reasons

Back Office: Settings - Management - Reasons for printing labels

This option enables you to create various reasons why labels need to be printed, (e.g. Damage, Theft, Other, etc.) The re-print reason will be requested in the label printing

modules that follow-up has been activated for. This function can be used for all on-demand re-print requests. The actions will be followed up and the entry of a reason will

only be necessary in the label reprinting modules.

In Back Office,

- Purchases - Reports - Reprint documents

- Sales - Reports - Reprint documents

- Inventory - Reports - Reprint documents

- Basic data - Items - Labels

In Front Office,

- Sales receipts - Pricing - Labels on new price list

- Management - Inventory - Labels

Alert management

A new alert will be displayed, with a list all of label reprinting processes.

Partial printing of price list labels

Back Office: Sales - Pricing - Item price list

Front Office: Sales receipts - Pricing - Labels on new price list

This button prints labels for item prices on a percentage of stock, while setting label minimum and maximum quantities by item.

This percentage is set to 100% by default. The quantity to be printed is calculated based on this percentage and is rounded to the nearest value.

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You can enter a minimum quantity so that a least one label can be printed for items with low levels of inventory.

You can set a maximum quantity in order to limit the number of labels for items with high levels of inventory.

A quantity of 0 allows you to ignore these two settings.

Label Access Right Management

Back Office: Administration module - Users and access - Access right management

Enable access rights for the user groups of your choice.

Purchases Menu (101), Sales (102), Inventory (103)

Reports/Item labels

This menu manages access by user groups to the methods used for printing labels related purchases, sales and inventory.

Administration Menu (106)

Users and access

This menu manages access by user groups to the user-specific settings for label printers.

Management Menu (108)

Several menus enable you to manage access rights concerning label editing in Front Office.

Basic Data (110)

Items/Item labels

This menu manages access by user groups to the methods used for editing labels linked to items.

Follow up actions (113)

Various actions related to labels can be recorded in the event log with this menu. These actions also allow you to activate management of reprint reasons (cf. Reprinting

Labels).

Sales Based on Temporary Items - Contents

Even if an item is not identified by the register, the sale must still be able to proceed. You can proceed with the sale by defining these items as temporary items during the

sales transaction. A process allows you to correct the sale afterwards and replace this temporary reference with the actual reference of the item sold.

These temporary items can be called directly during the sale in cases where the item reference cannot be found.

Temporary items should be used on a temporary basis only. They should be replaced with the correct reference as soon as possible.

A temporary item has no dimensions.

Create and use a temporary item

Create a temporary item

Back Office: Basic data - Items - Items

You create temporary items in the same way as other items. The only difference is that certain options in the "Characteristics" tab must be enabled or disabled.

To define a temporary item in the "Characteristics" tab of the item record, you must:

- Disable the following options: "In stock", "Consigned item", "Serial numbers", "Batch management"

- Enable the following options: "Replenishment excluded", "Discountable on line", "Temporary item"

Use in Front-Office

The sale is registered with the temporary item code, in the same way for a standard sale. This module also processes returns. The code and description of the temporary item

are printed on the register receipt.

Additional information

The "CEG-ARTICLESTEMPO" alert enables you to list the receipt lines containing the temporary references to be updated.

Correct sales based on temporary items

Procedure

Back Office: Administration – Maintenance - Correct temporary items

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This functionality is used to assign an actual item to a temporary one. The correction process consists of replacing the item code and certain item data in the receipt line so that

the maximum possible information is retained for receipt printing purposes.

1. Once all item lines are displayed on screen, select one or more lines to correct and click the [Open] button.

The "Receipt lines on temporary item" screen displays the receipt number and the item line.

2. Specify the reference of the actual item in the "Item" field and validate.

If supported by the application, you may be asked to enter the corresponding serial numbers.

3. Repeat the procedure for each temporary item selected.

Impact on accounting closure

Back Office: Administration - Company - Company settings - Commercial management - Documents - Processing

An initial check determines, for each corrected line, whether the date of the receipt line is earlier than the accounting closure.

If you are required to perform the processing on accounting entries that have already been posted, you should select the "Override considered receipts" option in the

"Temporary item" field.

Impact of the correction

Once validated, the correction process updates the following:

- The item inventory

- The inventory snapshots if the snapshot is dated after the sale

- The receipt line

- The item code: "GL_CODEARTICLE" and "GL_ARTICLE"

- Information on the new item (e.g. category, collection, user-defined tables)

- The PP and CP of the sales line

- The user who modified the line and the modification date

- The serial numbers

- The event log if the action is logged. If there are price discrepancies, an error is generated in the event log.

If a copy of the receipt is printed after correction, the temporary item code displayed on the original receipt will be replaced with the code of the actual item. However, the

description of the temporary item will be kept.

Packing - Contents

The purpose of this function is to manage packing for shipments. This packing will enable the following:

- Packaging and grouping of items for shipment,

- Smoother integration of items when the goods are received in the store.

Required Settings

Company settings

Document types

Stores

Package barcodes

Packing type items

Access rights

Packing

Entering a document with packing

Related functions

Query and printing

Packing Settings

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Company settings

Back Office: Administration - Company - Company settings - Commercial management/Logistics

Enter the information described in section Logistics, then validate.

Document types

Back Office: Settings module - Documents - Documents - Types

You will be able to configure packing management by document type. Select the document type you wish to manage packing for, then open the Packing tab. Enter the

information described here.

Stores

Back Office: Basic data - Stores - Stores

You should specify at the store level whether packing is to be managed there or not. Open the Store record that you want to manage packing for, and go to the Contact

information tab. Tick the Packing management checkbox option and validate.

Package barcodes

Back Office: Inventory - Logistics - Package barcodes

This command enables you to configure package barcode allocation by selecting the type of barcode desired.

Packing type items

Back Office: Basic data - Items - Items

You have to create Packaging type items, which will enable you to pack the items from the documents. These are necessarily items that are not managed in stock.

To create a Packing-type item, click the [New] button. Populate the record fields and check "Packing item" in the Characteristics tab.

Access rights

Back Office: Administration - Users and access - Access right management

This command enables you to define the user groups that will have access to packing functions.

Menu 26: Concepts - Commercial management - Packing

Accessing reference mode

This concept refers to the packing mode defined in the following document type: “Blind or by reference mode” (refer to "Document types"). This concept enables you to

authorize/refuse entries in Reference mode, even if data entry has been configured in Blind mode.

Manual entry for package number

A package number will be automatically assigned when entering packing information. This concept enables you to authorize/refuse user modifications to this package

number.

Menu 103: Inventory - Logistics

This menu allows you to grant user groups access to the various menus in the Inventory/Logistics module.

- Packing query

- Packing printouts: Package labels, Packing slips, and Packing lists

- Package barcodes

Packing

Entering a document with packing

Note that for a given document, you cannot perform partial packing. All quantities listed on the document must be packed or managed without packing.

1. Enter the document as usual by filling in the various required fields according to the document type: supplier, store, items, etc.

2. Click the [Packing] button to open the Packing list window.

Note that if the packing was configured in document type as being required, the window will automatically open when validating the document without having to use this

button.

3. Select the Packing-type item that will be used to package the document items.

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This will be displayed in the window on the right-hand side.

4. Using this button, select the document items to be packed.

If all the items are to be in the same package, you can use the [Include all] button.

Otherwise, click the [Include] button as many times as there are items to be packed.

5. Search other items to be packed, if necessary via the [Search for an item] button.

They will be automatically added to the body of the document.

6. Validate the document to launch printing.

During each packing process, the user has the option of printing different documents: package label, packing slip, and packing list. This can be done automatically on closing

the packing process, on validation of the document, or at a later stage from an existing document.

In shipping, the packing phase can take place during the picking phase or directly on creation of the delivery notice,

either from an existing document or from a newly generated one.

Related functions

Adding packages during packing

This button enables you to search for a package already in the system, in order to include it in the document being entered.

Examples:

Transferring a package from one store to another; returning a package to the main office that was sent and received in-store; transfer to store of a package put together in

receiving at the main office.

Displaying package characteristics

As the name shows, this button displays additional information about packages (weight, number of packages, etc.)

Note that the Barcode area will be populated according to settings in the Inventory module, Logistics menu, Barcode command.

This function prints packing slips and package labels.

Please note!

Print options will be active according to the configuration in company settings.

Query and printing

Printouts

Back Office: Inventory - Logistics - Print packing list

This command prints or re-prints the various documents relating to your package:

- Package labels

- Packing slips

- Packing lists

Query

Back Office: Inventory - Logistics - Packing query

This command enables you to query a list of packages via multiple selection criteria.

Merging Items - Contents

Merging an item allows you to replace an existing item with another item from the database. All data relating to the items, i.e. histories, inventory, price lists, etc., will be

merged during this process. You can merge several items at the same time.

Checks, restrictions and access rights

Checks and restrictions

Access rights

Creating an item merge

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Step 1: Enter the setup description

Step 2: Select the item to preserve

Step 3: Check dimension mapping

Step 4: Execution mode and updating purchase prices

Step 5: View the processing report

Managing and following up item merges

Merged items

List of item merges

Data imports

Merging from a data import

Technical appendix

References

History

Inventory

Non supported tables

Merging Items: Checks, Restrictions and Access rights

Checks and restrictions

Several checks are carried out to validate the merging of the items:

- The items must be merchandise items.

- You cannot merge items that are managed in stock with items that are not managed in stock.

- The selected items must belong to the same supplier if the folder is managed in single supplier mode.

- The items to be merged must be of the same type – the utility can merge single items OR dimensioned items

- The selected items must have the same number of dimensions – all the dimensions of the item to be replaced must be mapped. Two items with different dimensions cannot

be merged based on the same dimension (a document containing these 2 dimensions would subsequently be corrupt).

- If the items to be merged are managed with serial numbers, the utility will verify that these serial numbers are all different. If the serial numbers are all different, the merge

can be carried out; otherwise, the merge is not possible.

- For consigned items, the items must have the same exceptions (the list of stores where both items are consigned or non-consigned must be the same).

- The selected items cannot be part of the current inventory list, nor a non-validated replenishment suggestion.

- The tax settings for the selected items must be identical, as well as the "purchased by" and "sold by" values.

- Two items to be merged must not be linked together.

- The additional index for GL_CODESDIM in the LIGNE table is required. This is verified in the list of additional indexes – see Company Management (PgiMajVer),

"Companies and folders/Additional indexes" menu.

- It is not possible to merge closed items.

Access rights

Back Office: Administration - Users and access - Access right management

Access rights allowing you to authorize certain actions or menus for the user groups concerned are located in the Administration (106) / Maintenance / Merge items.

Notably, it allows you to access the following commands:

- Create a merge

- List merges

Creating an Item Merge

Back Office: Administration – Maintenance – Merge items / Create a merge

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The screen will display the list of items based on previously entered selection criteria.

Select the item to merge using the keyboard space bar, then click this button to start the setup wizard for the merge.

You may leave the wizard at any time without losing your work. A message will prompt you to save the current operation, which then can be resumed using the Merge

items/List merges command.

Step 1: Enter the setup description

This description allows you to describe the purpose of the merge setup. This information is required in order to continue.

If the description is not entered, the selected items will not be saved if you cancel.

Step 2: Select the item to preserve

The screen is divided into 2 sections:

- The list of selected items is displayed on the left.

- The item to be kept is displayed on the right.

This item must be included in the list of selected items. The arrows allow you to switch the items that you want to keep to the right.

Step 3: Check dimension mapping

This step is carried out for generic items only. For each item to be merged, you are prompted to enter the mapping between the dimensions of the item to be merged and the

replacement item in a grid. The screen in the form of a table, lists the different items to be merged and their dimensions. To make the mapping easier, all of the dimensions of

the item to be merged are displayed automatically.

This button allows you to automatically map the dimensions of the item to be saved, to the dimensions of the items to be merged if they have the same dimension mask

and the same dimensions.

The dimension is selected using a button in the "Correspondence" column which displays the dimension grid for the item to be saved.

All of the dimensions of the item to be merged must be mapped. The following step will not be accessible if this rule is not applied.

In order to make it easier to enter the required mapping, you can use a checkbox to hide items that have already been processed. As long as the process has not been scheduled

or executed, it is possible to change your mapping selections.

Step 4: Execution mode and updating purchase prices

The screen gives you the option to execute the item merging process immediately via the "End" button, or to schedule the execution of this process. By default, the choice is

an immediate execution. A warning message will be displayed informing you that the process will take a while.

Please note!

An immediate execution is not recommended if the merge involves a large number of items. If it is used, the process is performed on the local workstation and involves

multiple exchanges with the server.

Two options allow you to specify whether the WAPP and/or LPP values should be recalculated after the items have been merged. This process involves recalculating the

WAPP and LPP values of inventory based on the movement history available in Yourcegid Retail Y2.

Any movements not included in the application that had an effect on the initial stock are not taken into account.

For further information about recalculating WAPPs, refer to Recalculation of WAPPs.

Step 5: View the processing report

Once the operation has been run, you can view the merge run report. This report is saved and can also be viewed from the List merges command by double-clicking on the

line of the operation to be viewed. The report includes the following:

- Processing status

- Any error messages and warnings

- Execution time

- Informational messages, if not too large

Managing and Following up Item Merges

Merged items

- Merged items are closed

- The "Replacement item" field in the item record is populated for informational purposes.

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- Merged item barcode is deleted

- The merge date is saved and may be viewed using the List merges command, by adding the Run date to the presentation setup.

List of item merges

Back Office: Administration - Maintenance - Merge items - List merges

This command enables you to list and manage the settings of already created merges. This screen allows you to complete the following:

- Create a merge with the [New] button.

- Modify or delete the setup for merges that have not been executed yet.

Processing status

Once the process has been executed, its status will change:

Merging from Data Import

It is possible to merge two items using an import file.

Please note!

For this import, the two items must be unique, or dimensioned with the same masks and same dimensions.

The $$_PMAPMAJ and $$_DPAMAJ fields specify whether the merge is followed by recalculation of the WAPP and LPP values respectively.

These options can be specified via the default values for these fields in the import format.

These options are common to all dimensions of the saved item. The values defined for the first record are used here.

Import format: MFUSIONARTDET table

The optional $$_LIBELLE field allows you to specify a description for the merge. The default description is "Merging based on item XXX".

The item identifiers can be replaced by the $$_CODEBARREFUS and $$_CODEBARRECONS fields, so that you can find the item identifiers using their barcodes.

Constraints

For dimensioned items, the following constraints apply:

- The file must be sorted by preserved item.

- All dimensions of merged items must be mapped to the preserved item.

Otherwise, it is not possible to merge dimensioned items. The constraints defined in the Checks and restrictions section must also be checked.

Status

Description

Caption

On hold

The process is being created, and has not been executed yet. The setup can be

modified.

Scheduled

The process is scheduled for a specific date and time.

The merge was not carried out. The setup can no longer be modified or

executed.

In progress

The process is running. The setup can no longer be modified or executed.

Error

The process was executed, serious errors were detected, so the merge was not

carried out. The setup can no longer be modified, but can be executed again.

Warning

The process was executed, minor errors were detected, therefore the merge was

carried out. The setup can no longer be modified or executed.

Terminated

The process was executed without errors, the merge was carried out. The setup

can no longer be modified or executed.

Type

Mode

Seq.

Start

Size

Type

Req.

Field

Description

FUA

Yes

MFD_ARTICLEFUS (1)

Merged item identifier

Yes

MFD_ARTICLECONS (1)

Saved item identifier

$$_LIBELLE

Merge description

105

$$_PMAPMAJ

Recalculation of WAPPs

106

$$_DPAMAJ

Recalculation of LPPs

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Merging items - Technical appendix

This chapter describes the impacts of merging items.

References

The references for the merged items are replaced for various possible setups:

History

The references for the merged items are replaced in the following tables:

- AFFCDEDISPO – GED_ARTICLE: Order allocation - Available

- AFFCDELIGNE – GEL_ARTICLE, GEL_CODEARTICLE, GEL_CODESDIM: Order allocation – Detail line

- ARTICLEPIECE – GAP_ARTICLE: Item exception by document

- ARTICLETIERS - GAT_ARTICLE: Third-party referencing

- CATALOGU – GCA_ARTICLE: Item catalog

- COMMISSION – GCM_ARTICLE, GCM_CODEARTICLE: Sales representative commission

- DISPOSERIE – GQS_ARTICLE: Available from serial numbers

- GSERIETYPEART – GSA_CODEARTICLE: Mask type/Item link

- LIAISONPIECE – GLP_ARTICLE: Document link

- LIGNE – GL_ARTICLE, GL_CODEARTICLE, GL_CODESDIM: Document line

- LIGNENOMEN - GLN_ARTICLE, GLN_CODEARTICLE: BOM line

- LIGNESERIE - GLS_ARTICLE: Serial number line

- Not managed: - LISTEINVLIG - GIL_ARTICLE, GIL_CODEARTICLE: Inventory list line

- A merged item must not be included in a current inventory list.

- The validated lists can still be viewed for any merged items that are closed.

- The items included on validated inventory lists are not merged.

- An item can be deleted later: When the item is being deleted, the process only checks whether the item is included on a current inventory list.

- MARTICLETRANSFO – MTF_ARTICLE, MTF_ARTICLETRANSFO: Item transformation

- MCOLISENT – MCE_ARTICLE: Package header

- MCOLISLIG – MCL_ARTICLE, MCL_CODEARTICLE: Package line

- MODELETAXEART – GMA_ARTICLE: Item exception on tax model

- NOMENLIG – GNL_ARTICLE, GNL_CODEARTICLE: BOM definition

- PARSEUILFID – GFS_CODEARTICLE: Loyalty threshold

- TRANSINVLIG – GIN_ARTICLE, GIN_CODEARTICLE: Inventory list lines

- PM specific tables

Settings

Impacts

Barcodes

If the barcode of the merged item is different from that of the merge item, the latter

is taken and used for multiple referencing. The same holds for the multiple

referencing of the merged item (ARTICLETIERS).

ARTICLE table

The item is preserved and closed. The merge date is available in the

MFUSIONARTENT table. If the item is dimensioned, the corresponding generic

item is closed also.

GA_REMPLACEMENT

Replacement item (unused) will be populated by the merge item, available in read-

only mode in the item record.

GA_SUBSTITUTION

Substitution item (unused), hidden in the item record.

Company settings

If the merged item is referenced in a company setting, it is replaced by the merge

item.

- Commercial management/Front-Office standalone mode/Default item:

SO_GCFODGDARTICLE

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- UORDRELASST - ULS_CODEARTICLE, ULS_CODEARTICLE1

- WORDRELIG - WOL_ARTICLE - WOL_CODEARTICLE

- WORDREBES - WOB_ARTICLE - WOB_CODEARTICLE

- WORDREPHASE - WOP_ARTICLE - WOP_CODEARTICLE

- WORDRETET - WOT_ARTICLE - WOT_CODEARTICLE

Inventory

Items managed in stock

For items managed in stock, the following counters are totaled:

GQ_PHYSIQUE GQ_RESERVECLI GQ_RESERVEFOU GQ_PREPACLI GQ_LIVRECLIENT GQ_LIVREFOU GQ_TRANSFERT GQ_QTE1 GQ_QTE2

GQ_PREPAORLI GQ_STOCKINITIAL GQ_CUMULSORTIES GQ_CUMULENTREES GQ_VENTEFFO GQ_ENTREESORTIES GQ_ECARTINV GQ_QRUPSTOC

GQ_TAILLELOT GQ_FACTURECLI GQ_FACTUREFOU GQ_AVOIRSTOCK GQ_AVOIRFOURNSTOCK GQ_RETOURFOURN GQ_DISPOCLI

The following counters are not totaled, and are excluded:

- Minimum inventory: GQ_STOCKMIN

- Maximum inventory: GQ_STOCKMAX

- Assortment inventory: GQ_STOCKASSORT

The values of the merge item will be kept.

WAPP/LPP

There are two options for the GQ_PMAP (WAPP inventory) and GQ_DPA (Last purchase price - inventory) fields:

- The replacement item values will be kept as they are.

- The values are recalculated after the merge by taking all merged item movements into account.

Note: Cost prices can be recalculated later by the cost price utility.

Inventory records and snapshots

The inventory record for the merged item is deleted (DISPO)

For the inventory snapshots, the available quantity is merged and the recipient item prices are preserved (the prices in the inventory snapshots can be taken from inventory or

from the item record)

The inventory record for the merged item is deleted from the snapshot (MDISPOIMAGELIG)

Removal of records

The records pointing to the items to be merged are removed from the following database tables:

- Removal from the price list table: TARIF – GF_ARTICLE

- Removal from the price list calculation table: MTARIFCALC – MTC_ARTICLE

- Removal from the linked item table: ARTICLELIE – GAL_ARTICLE, GAL_ARTICLELIE

- Removal from the sales extrapolation curve table: COURBEEXTRAVENTE – MCV_CODEARTICLE: Sales extrapolation line

- Removal from the replenishment aggregate calculation program table: MAGRREACALC - MA2_ARTICLE: Calculation of replenishment aggregates

- Removal from the consigned item exception table: MARTEXCEPTCONFBTQ – MEC_CODEARTICLE: Consigned exceptions by store

- Removal from the assortment routing table: MGAMMEASSORT – MG1_CODEARTICLE

- Removal from the assortment routing by store table: MGAMMEETAB – MG3_CODEARTICLE

- Removal from the item list table: MLISTEARTICLE – (MLH_ARTICLE) MLH_CODEARTICLE

- Removal from the cost price calculation table: MPRCALCART – MPX_ARTICLE

- Removal from the replenishment balancing table: MPROPEQUILIBRAGE – (MEQ_ARTICLE) MEQ_CODEARTICLE

- Removal from the top-selling replenishment table: MPROPPALMART – MP0_ARTICLE: Top-selling replenishment items

- Removal from the replenishment rule table: MPROPREGLEART – MR3_ARTICLE: Replenishment rule

- Removal from the replenishment proposal line table: PROPTRANSFLIG – (GTL_ARTICLE) GTL_CODEARTICLE

- Removal from the inventory errors table: TRANSINVERR – MTE_ARTICLE

Tables not managed by merges

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- ARTICLECOMPL – Additional item information

- All temporary MTMPxxx and GCTMPxxx tables

- Temporary tables as follows:

- MSUIVIACHATS – MP4_ARTICLE, MP4_CODEARTICLE: Purchase follow-up

- MSUIVISTOCKS – MP2_ARTICLE, MP2_CODEARTICLE: Inventory follow-up

- MSUIVIVENTES – MP1_ARTICLE, MP1_CODEARTICLE: Sales follow-up

- AGRTARIF – MAT_ARTICLE: Price list aggregates – The reference will be deleted when the aggregates are next updated.

- MBOREASSORTHISTO – MRH_ARTICLE: Replenishment history: deliberately not processed

- MPRESTATIONART – MOP_ARTICLE, MOP_CODEARTICLE: Item service link: not processed, service only

- UFRAISCOMPL - UFC_CODEARTICLE: Additional costs - PM MODE

- PM specific tables

- UCOMPFOURNI

- WARTNAT

- WCBNARTICLE, WCBNBESOIN, WCBNPARAM

- WDEPOTAPP

- WCBNEVOLUTION

- WNOMELIG, WNOMTET

- WORDREAUTO

- WPDRTET, WPDRLIG

- WPARAMFONCTION

- Temporary PM tables

- UPDRARTICLE

- WNOMECAS, WNOMEDEC

Search Priorities - Contents

Search priority enables you to define the elements you wish to search, whether an item, customer or supplier has priority, as well as name, code, etc.

Search priority overview

Available search priorities

Search priority for items

Creating item search priorities

Configuring item search mode

Defining specific search priorities

Using item search priorities

Customer/supplier search priority

Required settings

How to use search priorities

Item search by keywords

Required settings

How to use item search by keyword

Available Search Priorities

The search priorities proposed differ according to search type: item, customer or supplier.

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Item Search Priorities

Creating item search priorities

Back Office: Settings - Items - Search priority

This menu contains the following list of search priorities:

- For company settings: SOC code

- For every document type, a corresponding line uses the applicable search priority.

Company settings configuration example (SOC)

Priority 1: 2D barcodes

Priority 2: Barcodes

Priority 3: Item code

Priority 4: Supplier reference

Priority 5: Customer reference

Priority 6: Keyword

If necessary, use the [New] button to create a new item search priority.

Special case related to multi-referencing

Proposed priorities

Available in search priorities:

Items

Customers/Suppliers

Item code

YES

Barcode/2D barcode

YES

Supplier catalog

YES

Customer reference

YES

Supplier reference

YES

Company reference

YES

Serial number

YES

Keyword

YES

Italian fiscal code

YES

Third-party code

YES

CPF/CNPJ code

YES

EAN code

YES

External loyalty card number

YES

E-mails

YES

NAICS, TIN codes

YES

Last name / First name / 2nd last name / 2nd

first name

YES

Official document

YES

C.R.N

YES

Telephones

YES

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The item search priority must have one or more of the following references as priorities:

- Supplier reference

- Customer reference

- Company reference

Configuring item search mode

Back Office: Administration - Company - Company settings

To configure the item search mode, open Commercial Management/Items and fill in the following fields.

- Item search by keyword

- Search priority for items

- Minimum length for search

Note!

Only the “Search priority for items” field is to be populated for multi-referencing.

Defining specific search priorities

By document type

Back Office: Settings - Documents - Documents/Type

Specific searches may be done for each document type in the Preferences tab. To do this, check the “Specific search priority” option and make your choice. Search priorities

must be entered beforehand (cf. paragraph Creating Search Priorities).

An exception can be managed for a store via the [Addition/ Per store addition] button, Preferences tab.

By store/subsidiary

Back Office: Basic data - Stores - Stores

Back Office: Basic data - Stores - Subsidiaries

- For stores not linked to a subsidiary: in the Miscellaneous tab of the store record, the "Specific search priority" option enables you to assign a specific search to a store.

- For stores linked to a subsidiary: if a store is associated to a subsidiary, you may access the "Specific search priority" option by enabling the same option in the subsidiary

record. This option is available in the Characteristics tab, and more specifically in the Settings section.

Using item search priorities

While entering documents

Applying search criteria is done in the following order:

- Exceptions for document type in the user’s affiliated store

- Document type settings

- User’s affiliated store

- Company settings

Elsewhere except document entry

In this case, applying search criteria is done in the following order:

- User’s affiliated store

- Company settings

Customer/Supplier Search Priority

Required settings

Creating third-party search priorities

Back Office: Settings - Customer (or Suppliers) - Search priorities

This command enables you to configure search priorities applicable to third-parties.

Configuring third-party search mode

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Back Office: Administration module - Company - Company settings

Go to Commercial management/Customer-Supplier, to configure the desired third-party search mode.

Defining customer search priorities by store

Back Office: Basic data - Stores - Stores

In the "Miscellaneous" tab off the store record, the "Specific search priority" option enables you to assign a specific search to a store.

How to use customer/supplier search priorities

Back Office: Basic data - Customers (or Suppliers) - Customers (or Suppliers)

The multi-criteria screen proposes the "Customer search" field or the "Supplier search" field for this search mode. When a search criterion has been met by at least one third-

party, the search will end and the results will be displayed. Note that criteria are all managed differently. All criteria must be completely entered, with the exception of the

"First Name" and "Last Name" fields, which allow partial searches. It is also recommended to put the name as a last priority. If a partial search on a criterion is done, use the

dedicated field available in the multi-criteria list.

Example:

To perform a partial search for a customer e-mail, use the “E-mail” field, available in the multi-criteria list (Additions tab), rather than the "Search for customer" field.

Specific case: Phone number search

A phone number may be used as a search priority. Nevertheless, settings must be configured beforehand in Company settings/Commercial management/Customers-Suppliers.

In the "Management of phone numbers" section, check the "Control of phone numbers" and enter the authorized special characters (spaces, +, etc.)

The "Automatic correction on entry" option enables you to correct unauthorized characters when quitting this field.

They will be replaced by the first character contained in the previous field (Authorized special characters).

Note that if the "Authorized special characters" field is empty, unauthorized characters will be replaced by 0. An exact search will be done on 3 customer telephone numbers.

If the telephone number returned has the exact syntax as entered, the customer record will be returned (and several customer records if there are duplicate numbers.) This

operates the same for suppliers.

Item Search by Keyword

The objective is to allow users to search for items on the basis of a field that is supplied with different keywords that are specific to each item. The search is based on a list of

specific keywords for each item. It is available when entering documents and in the multi-criteria item search function.

Remember, the search priority sequence is based on the following:

- In documents: it is based on the priorities defined in the document settings.

- Elsewhere: it is based on the priorities defined in company settings.

Please note!

If the search by keyword option is enabled, it must be defined as the last search priority for the group.

Required settings

Step 1: Creating item search priorities

Back Office: Settings - Items - Search priorities

The search by keyword must be the last search priority of the group.

Step 2: Enabling the search by keywords

In documents

Back Office: Settings - Documents - Documents/Type

For item searches carried out within a document, you need to define the search priorities on the Preferences tab in the document types:

For other elements

Back Office: Administration - Company - Company settings

Open Commercial management/Items, then check “Item search by keyword.” In the “Search priority for items” field, select the search priority created in step 1.

Step 3: Entering keywords in the item record

Back Office: Basic data - Items - Items

The “Keywords” field is provided in the “General” tab in the item record. They may contain up to 255 characters. Note that this field can be updated by the batch update and

import processes.

How to use the item search by keyword

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While entering documents

If a keyword search enables you to identify:

- a single item: this will be retrieved in the "Reference" entry field.

- several items: a multi-criteria screen proposes a list of various items. You can then refine your search or select the required item.

In multi-criteria screens

The "Search for item" field is included in the following multi-criteria functions:

- Items

- Item availability

- View inventory discrepancy lines

- View receipt lines

- View purchase and sales document lines

2D Barcodes - Contents

A 2D barcode (or 2-dimensional barcode) has a format with 2 dimensions.

The pictogram is built from small squares. The Yourcegid Retail application reads, generates and identifies 2D barcodes based on the QR code standard. Reading barcodes is

made possible with authorized hardware.

Note: 2D barcodes are not saved in item records as is the case with other barcodes (1D).

2D barcode Configuration

General settings

Configuring 2D barcodes

2D barcode test

Labels

Managing label formats

Miscellaneous

Item search with 2D barcodes

Configuring Honeywell MS7580 scanners

2D Barcode Configuration

General settings

Configuring company settings

Back Office: Administration - Company - Company settings

Open Commercial management / Items and enter the “2D barcode character set” according to the elements here.

The standard selected must work with the 2D barcode readers used. See the Labels section for information on these standards.

Configuring stores

Back Office: Basic data - Stores - Stores

The “2D barcodes for labels" option (Store record > Additions tab) allows you to print barcode pictograms using the selected settings.

Access rights management

Back-Office: Administration - Users and access - Access right management

You must authorize access to the 2D barcode settings option using the Settings menu (105): Items / Barcodes / 2D Barcodes.

2D barcode configuration

Back Office: Settings - Items - Barcodes / 2D Barcodes

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The 2D barcode is composed of information characterizing the item. Your selection can concern information related to dimensions (color, size, etc.) linked to values in the

user-defined tables or item categories.

Use the [New] button. Each 2D barcode format contains:

- a code and label

- a prefix

- maximum length of 255 characters

- usage priority

Barcodes a built from fields transferred to the grid on the right of the structure. The first barcode field is the prefix defined in the header. The order of fields in the grid

determines the order in barcodes. Settings must include at least one search field.

Attention!

Any modification to 2D barcode settings must be done with care, because the labels issuing from them will no longer function, i.e. Identify the associated item.

Available fields

All data in item records will be available, except the notepad. The following variables are available:

- $$_IDSERIE: Allows you to determine the location of serial numbers in barcodes.

- $$_CONSTANTE: Allows you to insert a fixed character string into barcodes (e.g. separation character). They can be included several times. In this case, the [Constant]

button enables access to the desired value.

Enter the length of each field to be printed. You need to take care that the field length does not exceed the barcode length.

The [Field format] button enables you to determine :

- separators and decimal places (numerical fields)

- date format (DDMMYYYY, DDMMYY, etc.--- date fields)

Search criteria

2D barcodes may be selected from item search criteria.

Use the [Search criteria] button to designate a field as a search criteria. When you designate fields as search criteria, they will be used to search items. In other words,

when scanning items via 2D barcodes, the fields checked as search criteria enable the item to be found. Fields designated as search criteria must keep their original length to

properly identify separate items.

Attention!

2D barcodes missing item identifiers or barcodes cannot be used in standalone mode. When these elements are missing, a message stating that the barcode cannot be used in

standalone mode will be displayed.

Information recovery

The “Recovery” and “Field recovery” options may be accessed via the [Information recovery] button. They are to be used if you wish to recover (and save) 2D barcode

information from document lines. You can populate the following fields on document lines:

- Item catalog reference: GL_REFCATALOGUE field (35 characters)

- Line barcodes : GL_REFARTBARRE (18 characters)

- External line reference: GL_REFEXTERNE (40 characters)

Document line fields may be used only once, and the number of fields populated may not exceed 3.

The number of characters copied to document line fields is limited to the length of these fields.

If 2D barcodes are generated via an application other than Yourcegid Retail and you wish to recover barcode information from a document (e.g. serial numbers), you can

associate the barcode to one of the document fields via the $$_CONSTANTE variable.

2D barcode tests and decoding

Back Office : Settings - Items - Barcodes / 2D Barcodes

Decoding 2D barcodes

Open a barcode record.

The [2D barcode test] button enables you to verify barcode structure elements. When the “Barcode test” window opens, select the item to be tested in the “Item” field.

Next, click the [2D barcode calculation] button. The “2D barcode” field will display the data making up the item 2D barcode.

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The button allows you to copy the barcode data to the clipboard.

Decoding 2D barcodes

The [Decoding 2D barcodes] button decodes a 2D barcode from the multi-criteria list. This option breaks down barcodes as follows:

- corresponding settings used

- list of fields and values in the information field

Label Format Management

A label template compatible with 2D barcodes is supplied and is called: Standard label w/ 2D barcode When printing labels, the 2D barcodes are generated from the settings

for 2D barcodes linked to the store.

Pictogram format

Access: Report generator

You need to select a compatible format in the generator, according to the number of encoded characters in the barcode. All formats starting with QR Code, concern 2D

barcodes in this format -- QR Code-XXY-ZZZ with:

- XX represents the QR Code version: 03, 06, 11, 18 and 25

- Y represents the level of error correction, including: M (Medium) et H (High)

- ZZZ represents the module size, including: 050 (~0,5mm) and 100 (~1mm)

If the number of barcode characters in the printout is not compatible with the number of characters to encode, a message will be generated containing a CBP 00667 exception.

Format Chart

The number of characters contained in the pictogram depends on the 2D barcode character set for the size’s level of quality.

UTF - 8 - BON character set for 2D barcodes

2D barcode character set based on ISO-8859-1

Examples:

For a UTF - 8 - BON character set, version 11, high-quality is 67 characters.

For an ISO-8859-1 character set, version 18, medium-quality is 248 characters.

Notes:

- 2D barcodes may be used provided that three squares have been printed on the label.

Max octets / worst case

number

ECC M

ECC H

Version 03

39o / 19c

21o / 10c

Version 06

103o / 51c

55o / 27c

Version 11

248o / 124c

134o / 67c

Version 18

557o / 278c

307o / 153c

Version 25

1270 / 635c

712o / 356c

Max octets / worst case

number

ECC M

ECC H

Version 03

39o / 39c

21o / 21c

Version 06

103o / 103c

55o / 55c

Version 11

248o / 248c

134o / 134c

Version 18

557o / 557c

307o / 307c

Version 25

1270 / 1270c

712o / 712c

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- If the “2D barcode for labels" is not set in the “Additions” tab, the pictogram will not be printed on the label.

Searching Items with 2D Barcodes

Back Office: Settings - Items - Search priorities

The “2D barcode” option is available in item search priorities.

When a search priority has been set with “2D barcode”, the barcode content search will be done as follows:

- Step 1: Evaluate each barcode content structure according to priority.

- Step 2: Use the first structure with a barcode length the same as the size of the search value. The prefix must match the initial characters in the value.

- Step 3: When the barcode structure has been found, extract the various item or serial number fields from the contents.

- Step 4: Search the items with the field values which were selected as search criteria when determining barcode contents.

Item searches are done according to the user’s store search priority. For more information, see Search Priorities.

Configuring Honeywell MS7580 Scanners

Please see Metrologic manufacturer’s documentation: METROLOGIC "MetroSelect Configuration Guide".

Configuration procedure for use in Yourcegid Retail

Enter configuration mode - page E1

Activate the “carriage return” suffix (CR) - page E15

Disable the “Insert new line” suffix (LF) - page E15

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Quit configuration mode - page E1

The scanner is now configured.

Inventory Count Management - Contents

Back Office: Inventory - Conduct inventory

Front Office: Management - Conduct inventory

The process of conducting an inventory count can be broken down into several stages:

- A preparatory phase (beginning of the inventory count)

- A download from a portable inventory terminal

- A physical inventory count

- A report on the discrepancies between the physical inventory and the computerized inventory

- An update of the computerized inventory

- An inventory count completion phase (deletion of the physical inventory count)

The time it takes to complete a full inventory count cycle can vary considerably depending on how the company is organized. In addition, none of the stages in the inventory

count cycle should prevent the IT system from carrying out day-to-day management tasks. An inventory count can be conducted for all or just some of a store’s inventory, and

it must be possible to select the items to be inventoried. Moreover, it must be possible to conduct several inventory counts at the same time, for the same store, but different

items. All the inventory updates resulting from an inventory count must be clearly identified to ensure maximum traceability.

A special type of document called “Inventory discrepancies” allows you to record inventory adjustments.

General settings

Defining company settings

Defining default values

Dissociating documents of positive and negative inventory discrepancies

Defining Portable Inventory Terminal (PIT) settings

Associated access rights

Menu 26 – Concepts

Menu 103 – Inventory

Menu 108 – Management

Menu 113 – Follow up actions

Prerequisites common to inventory counts conducted with or without a Portable Inventory Terminal

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Step 1: Check inventory counts awaiting validation

Step 2: Delete old inventory count lists

Step 3: Generate an inventory preparatory list

Step 4: Edit a preparatory list

Manual inventory counts conducted without a Portable Inventory Terminal

Entering/Changing inventoried quantities

Actions performable on the inventory count entry and change screen

Inventory counts conducted with a Portable Inventory Terminal

Downloading the result of an inventory count

Various PIT types

Characteristics of the Colombus Retail inventory terminal

Modifying a transmission

Viewing and correcting errors

Integrating an inventory count file

Entering/Changing inventoried quantities after integration

Inventory counts conducted with an optical reader (hand-held scanner)

Input procedure

Inventory counts conducted by integrating an inventory counter file

File format

Defining data recovery settings

Integrating an inventory counter file

Reverse inventory counts

Generating an inventory preparatory list

Validating an inventory count

Inventory count result

Editing inventory count discrepancies and inventory valuations

Validating an inventory count

Canceling an inventory count validation

Deleting an inventory count list

Splitting an inventory count list

Dividing an inventory list

Inventory counts by areas

Defining areas for the inventory count list

Conducting an inventory by areas

Inventory count entry excluding download

Validation of the inventory

Pre-validation by store

Pre-validation by store: Principle

Inventory counts for specific items

Inventory counts for bills of materials

Inventory counts for items with serial numbers

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Inventory count for items managed by batch

General Settings for Inventory Count

Defining company settings

Back Office: Administration - Company - Company settings

Commercial management - Inventory

Specify the settings described in the Conduct inventory section.

Commercial management - Default settings

You have to specify here a third-party for inventory discrepancies. This setting is essential to validate inventories: it assigns inventory count discrepancies to a (fictitious)

third-party. Go to Commercial management/Default settings and populate the Third-party for inventory discrepancies. Note that you can also create this third-party by the

means of the [New ] button, or in the Basic data module - Customers - Customers.

Defining default values

Back Office: Inventory - Conduct inventory - Settings for inventories

You can set default values for some inventory count information, and you can also ensure that said information cannot be modified by certain user groups. Note that an access

right may prohibit the use of this feature (refer to Access Right Management). These settings relating to inventory lists, manual transmissions, as well as to the inventory

validation and the end of inventory, are organized by tabs.

How it works

The columns mean the following:

Search levels for the settings

Dissociate documents of positive and negative inventory discrepancies

Back Office: Administration - Users and access - Access right management

If discrepancies are detected when validating an inventory count, an inventory count discrepancy document grouping these discrepancies together is generated. It is then

possible to split this document in order to dissociate positive and negative inventory discrepancies. This option is subject to an access right. Click here for further information.

Defining Portable Inventory Terminal (PIT) settings

Defining the terminal type

Back Office: Administration - Company - Company settings

To configure the PIT model to use by default, go to Commercial management/External connections.

- If a specific model is used by a store, you can enter the settings for the terminal in the store’s record (refer to paragraph “Configuring the store’s terminal’ hereafter.)

- If there are no settings defined for the store, the information used by default is the data defined in the company settings.

Configuring the store’s terminal

Fields

Description

Propose a value

- Option not ticked: the default value is recovered, options “By default” and

“Modifiable” cannot be accessed.

- Option ticked: the value specified in the next column “By default” will be

recovered and may be modifiable, if you want.

Modifiable

This field is grayed out for non-modifiable values.

Search level

Description

Subsidiary

A search for the screen settings is carried out for the subsidiary of the inventoried

store. If these settings exist, they are retrieved in full.

This button, available in the subsidiary record, enables you to define the

inventory settings.

Company

If no record exists for the subsidiary, the settings are searched for at company

level. The “Settings for inventories” command allow you to define the settings at

company level

It can also be accessed via the button on the screens used for generating and

validating an inventory count list.

Program

If no record exists for the company, the default values are retrieved.

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Back Office: Basic data - Stores - Stores

There is an option in the store record that allows you to specify that the store in question uses a PIT different from the one indicated in the company settings.

This option can be accessed via the [Additional information/Settings for portable inventory input terminal] button. The Inventory setup by store window displays; you

can then define the store’s own options.

Please note!

If the setup by store is not available, the information in the company settings will continue to be used by default.

Moreover, you can configure a terminal that is not supported by CEGID, either in the company settings or in the store record. Two items of information are requested:

- The command line to be executed in order to download the PIT file to the workstation.

- The name of the file generated, so that it can be integrated. The settings for the file contents can be adapted in Back Office, via the Inventory module - Conduct inventory -

Transmitted inventories/File format settings.

Access Rights for the Conduct Inventory Module

Back Office: Administration - Users and access - Access right management

Menu 26 – Concepts

Accounting - Accounting closure - Non validated inventory prior to the closure date

Inventories must all be validated (or deleted) at accounting closure. Otherwise, a non-blocking message will be displayed during the closure. Moreover, when an inventory is

being validated, and if the validation is done for an inventory date prior to the closure date, the control will apply too; this action will be logged to the event log. This access

right authorizes or not the user to override this control.

If the user is granted authorization, he can carry out the closure despite non validated inventories. However, the following message will be displayed to alert the user about the

existence of a non validated inventory list at a prior date. "Inventories prior to the closing date are not validated on store XX. Do you still want to perform a closure on this

store?"

If this right is denied, the user must validate or delete the inventories in progress in order to carry out an accounting closure. The following blocking message will be displayed

to alert the user about the existence of a non validated inventory list at a prior date. "Closure not possible on store XX."

Conduct inventory - Modify transmissions

This access right authorizes or prohibits the deletion of the transmissions downloaded from the portable inventory terminal (PIT).

If the user is granted authorization, he can modify the list downloaded from the terminal.

If this right is denied, no modification is possible. The list from the inventory terminal will be kept.

Conduct inventory - Change inventories

After having generated the list of items to count, the list can be modified by specifying the quantities actually counted in order to update the stocks. This access right

authorizes or not the user to modify this list.

If the user is granted authorization, he can modify the inventoried quantities in column "Inventory result".

If this right is denied, no modification is possible; the list can only be viewed..

Conduct inventory - Authorize negative quantities

After having generated the list of items to count, the list can be modified by specifying the quantities actually counted. By default, negative quantities are allowed. This access

right authorizes or not the user to enter a negative quantity.

If the user is granted authorization, he can enter negative quantities in column "Inventory result" by inserting the negative sign (-) just before the quantity.

If the right is denied, as soon as the negative sign (-) is inserted before a quantity, it will be deleted automatically, showing therefore a positive quantity.

Conduct inventory - Override the limitation for integrating transmissions

This access right limits the integrations to authorized users only, in the Transmitted inventories/integration feature

- If the user is granted authorization, he can modify the list of users in the Standards tab.

- If the right is denied, the list of users is limited to the connected user.

Conduct inventory - Copy computerized inventory on inventoried stock

When entering or modifying an inventory, data from the "Computerized inventory" column can be copied to the "Inventory result" column on all lines not entered yet. This

access right authorizes or not the user to perform this operation.

- If the user is granted authorization, he can use the [Copy inventory] button.

- If the right is denied, the button is not accessible and the computerized inventory cannot be copied.

Conduct inventory - Dissociate documents of positive and negative inventory discrepancies

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If discrepancies are found when an inventory is validated, the system generates a document about these discrepancies. It is then possible to split this document in order to

dissociate positive and negative inventory discrepancies. This access right authorizes or prohibits the generation a document dissociating negative and positive discrepancies.

- If authorization is granted, a discrepancy document will be generated for positive inventory discrepancies and another one for negative inventory discrepancies.

- If the right is denied only one document is generated with both positive and negative inventory discrepancies.

Conduct inventory - Deleting transmissions

This access right authorizes or prohibits the deletion of the transmissions downloaded from the terminal.

- If the user is granted authorization, he can delete the list downloaded from the terminal by the means of the [Delete] button.

- If the right is denied, the button is not accessible and the deletion of the list is not possible.

Conduct inventory - Authorize inventory lists to be divided

This feature consists in splitting an inventory list with many discrepancy lines into several lists, so that it can be validated, viewed or deleted more easily. At the inventory

validation step, if the list to validate includes more than x lines with discrepancies, a message will propose the user to split the list. This access right authorizes or not the user

to split inventory lists.

- If the user is granted authorization, he can use this button to split the list into several parts.

- If the right is denied, and the user tries to use the [Divide an inventory list] button, a message will inform the user that he is not authorized to perform this operation.

Conduct inventory - Change the status of the inventory list

This concept is linked to the “Pre-validation by store” feature, where it is possible to set the status of an inventory list from “Pre-validated by the store” to “In progress”. So,

this access right authorizes or not the user to change the status of the inventory list in the Back-Office. In the Front-Office, this button will still remain grayed out.

Menu 103 – Inventory

Query/Discrepancies of inventories

This access right authorizes or not the user to view the list of the generated inventory discrepancy lines.

Conduct inventory

This access right authorizes or not the user to access the following features in the Back-Office:

- Beginning of inventory

- Inventory by areas

- Transmitted inventories

- Entry/Change inventory

- Display valuations

- Reports

- Pre-validation by store

- Validation

- Cancel validation

- Generated inventory discrepancies

- End of inventory

- Settings for inventories

Menu 108 – Management

Conduct inventory

This access right authorizes or not the user to access the following features in the Front Office:

- Beginning of inventory

- Inventory by areas

- Transmitted inventories

- Entry/Change inventory

- Display valuations

- Inventory report

- Pre-validation by store

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- Validation

- Generated inventory discrepancies

- End of inventory

Menu 113 – Follow up actions

Inventory/Physical inventory

The follow-up of actions is used to track the various operations and manipulations performed by employees, concerning features related to inventory counts. The following

actions may be tracked:

- Transmitted inventory integration

- Inventory list validation

- Inventory abortion

- Cancel integrations

- Variance on serial number

Once the actions you want to follow up are defined, they may be viewed in the Event log (see Event Log.)

Prerequisites Common to Inventory Counts Conducted with or without a

Portable Inventory Terminal

Step 1: Check inventory counts awaiting validation

Back Office: Inventory - Conduct inventory - Validation

Front Office: Management - Conduct inventory - Validation

Before you conduct an inventory, you should ensure that there are no inventory count lists awaiting validation. The list of inventory counts awaiting validation must be empty.

Indeed, an item cannot be included on 2 different lists. You must therefore ensure that none of the lists of items to be inventoried are awaiting validation.

Step 2: Delete old inventory count lists

Back Office: Inventory - Conduct inventory - End of inventory

Front Office: Management - Conduct inventory - End of inventory

When the “Inventory closing wizard” screen displays, select the stores concerned, and enable the deletion of inventory lists and transmitted inventories. Click the [Run]

button, and confirm the following message: “Transmitted lists and inventories will be deleted for all stores selected.” Once the process is complete, click on OK.

Step 3: Generate a preparatory list

Click here for this step.

Step 4: Edit a preparatory list

The preparatory list can be printed on a desktop printer, or on a register printer in the stores.

On a desktop printer

Back Office: Inventory -Conduct inventory - Beginning of inventory/Edit preparatory list

Front Office: Management - Conduct inventory - Beginning of inventory/Edit preparatory list

Although this not mandatory, it is necessary for manual inventories to print a list of the items to be inventoried that will be provided to the operators conducting the inventory.

This report indicates the item description (reference, description, dimensions, etc.) and the computerized inventory, and provides a blank space for the operator to indicate the

quantity counted. Care should be taken with the sort criteria and page breaks in order to facilitate the work of the operators and to minimize the risk of errors. This report is

only necessary for manual inventory counts. On the Print preparatory list screen, perform the following operations:

- On the Criteria and Addition tab, select your desired criteria.

- On the Groupings tab, specify the order in which you want to sort the report.

For example, if you want to sort by supplier and then by category, select Supplier in grouping 1 and then Category in grouping 2.

- The Page layout tab allows you to specify the printing criteria.

Once the criteria have been entered, click on this button to start printing.

On a register printer

Front Office: Management - Conduct inventory - Inventory report/Inventory list in receipt format

The list can display the computerized inventory, the inventoried stock or the inventory discrepancies. If the user is authorized to view purchase prices, the valued inventory

can also be shown. The receipt format print template can be customized via the Page layout tab.

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Use this button to start printing the inventory list on a register printer.

Generating an Inventory Preparatory List

Generating a list

Back Office: Inventory -Conduct inventory - Beginning of inventory/Generate a list

Front Office: Management - Conduct inventory - Beginning of inventory/Generate a list

This step is mandatory to conduct an inventory. The following operations must be performed:

Specifying the list of items to be inventoried.

An inventory count can be conducted on all or just some of a store’s inventory. For a partial inventory count, the multi-criteria selection screen for items allows you to create

the exact list of items to be inventoried. If the first list is incomplete, you can generate other lists for the same store to include the missing items. However, an item that

already belongs to a list for a given store and warehouse cannot be inserted into a second list. Only items that have not yet been selected can be used. The contents of these

lists are very important, as they make up the database of items that will be processed when conducting the inventory count. The computerized inventory will be reset to zero

for all items on these lists for which no units were inventoried.

Generating a snapshot of the computerized inventory

The IT system preserves a snapshot of the inventory for each of the items selected, so that other departments in the company can keep working while the inventory count is

being conducted. This inventory snapshot corresponds to the reference inventory for the inventory count, and will serve as the basis for calculating the inventory count

discrepancies.

The reference stock level, which is stored in an inventory count list, reflects the inventory situation at time T, except in the case of an inventory conducted on a different date,

the stock level corresponds to the inventory of the inventory count date in the morning. Generating an inventory count list allows you to select the store and warehouse on

which the inventory count is to be conducted, in addition to the items to be inventoried.

Close-up of the Inventory preparatory list screen

Back Office: Inventory - Conduct inventory - Beginning of inventory/Generate a list

Front Office: Management - Conduct inventory - Beginning of inventory/Generate a list

Settings

Selection criteria

Item selection

Fields

Description

Title

Title describing the list, for example "Montaigne inventory count January 2018"

List code prefix

The list code prefix is inserted automatically.

Salesperson

Select the salesperson associated with the list. This field is optional.

Inventory date

The current date is suggested by default. The inventory taken into account reflects

the inventory situation at a given moment. The list can be created at an earlier or

later date. The inventory taken into account will always be the one from the

morning. If the list is created on an earlier date, the inventory will be recalculated

based on the list date.

Fields

Description

Subsidiary/Store/Warehouse

The list can be generated in the following ways:

- For a single store. If the multi-warehouse mode is in use, you can select one or

more warehouses to inventory.

- For several stores at once. If the multi-warehouse mode is in use, all

warehouses must be included in the inventory count. It is not possible to

generate an inventory count list for stores that belong to different subsidiaries.

Total inventory

This option allows you to generate an inventory count list for all the items. If

the option is not ticked, select the items to count from the “Item selection.”

- Total inventory: Is used if you need to create a single and unique list of all the

items in the inventory on the day of the inventory count. In this case,

inventoried items not included on the list are considered non-existent (inventory

at zero).

- Partial inventory: is used if you need to inventory some of the items. You can

create several lists. References not included on the list are rejected.

Load the price lists

This option retrieves the purchase price lists for the relevant items so that the

inventory count can be valued using the price lists rather than the fixed prices

of the items.

Distinct lists per supplier

This option allows you to generate an inventory count list for each supplier of

the selected items.

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Your item selection criteria are not deleted after you create the inventory count list; this means that you can validate several inventory count lists using the same item

selection.

Example:

- Creation of an inventory count list with items from a supplier for store 101.

- The store is changed and the list is validated; the item selection criteria are retained.

Note that an item cannot be included in 2 different lists. You must therefore ensure that none of the lists of items to be inventoried are awaiting validation.

Accounting of inventory areas

This section is used to carry out inventory counts by areas (see Inventory by Area.)

Optimization

It is recommended that you leave the two optimization checkboxes selected, so as not to slow down the inventory count processes:

- List with transferred items only: Option checked by default. It allows you to limit the items on the list, by ensuring that only items that have already been transferred to the

relevant store are included. If you want to conduct an inventory of all the items in the database, you will need to uncheck this option.

- List limited to items with non void inventory: This option allows you to create a list containing only items with a positive or negative inventory. Any items with zero

inventory will not be included in the list. It is recommended that you use this option when carrying out a total inventory count. Option not visible, if the “Management of

consigned items’ company setting is checked.

Once you have made your selection, click on the validate button. The following message displays: “Create the inventory list at a given time” Click Yes to start generating the

list. Once the list has been generated, a message displays specifying the number of lists generated and the number of items inserted. Then click OK: A summary of the

generated list displays in the “Generation report” pane of the screen.

Please note, when creating an inventory count list, a message will appear if there are any delivery or transfer notices that have not yet been validated.

Actions performable on the Inventory preparatory list screen

Back Office: Inventory -Conduct inventory - Beginning of inventory/Generate a list

Front Office: Management - Conduct inventory - Beginning of inventory/Generate a list

Scheduling an inventory list

This button allows you to define the settings of the inventory count list scheduling process.

Viewing the settings for inventory screens

This button gives access to the default settings used to create an inventory list. For further information about settings for inventory lists, please refer to Defining Default

Values.

How to manage concurrent inventory lists

If two operators with the same login try to create inventory list for a selection of items, there will be a conflict. This conflict will be handled as follows:

A message will ask the user if he wants to proceed. If he answers:

- NO: The list will not be created

- YES: The list will be created and traced in the event log.

Manual Inventory Counts Conducted without a Portable Inventory Terminal

Back Office: Inventory - Conduct inventory - Enter/change inventory

Front Office: Management - Conduct inventory - Enter/change inventory

Before you can perform the following operations, first complete the steps described in section “Prerequisites Common to Inventory Counts Conducted with or without a

Portable Inventory Terminal”. Once these steps completed, the manual inventory count allows you to enter or modify the inventoried quantities before you validate the

inventory count. You can enter the quantity inventoried and therefore calculate the inventory count discrepancies between this quantity and the theoretical inventory. Using

the preparatory report which has been carefully filled in by the operators and the inventory count list which was generated at the beginning of the inventory count, the

inventory manager enters the inventoried quantities for each single and dimensioned item.

Fields

Description

Item selection

The “Total inventory” checkbox is selected by default. If you perform a partial

inventory, uncheck this option and use the [Item selection] button to select the

relevant items to count.

Selection of

transmissions

This button allows you to select a transmitted inventory. This option is especially

used for reversed inventories.

Deletion of the selection

This button allows the deletion of the selections made previously.

Use of an item list

You can carry out an inventory count on an item list. If you forget an item in the

item list, you can add it afterwards (see Item Lists.)

Cycle counting

Please refer to topic Cycle counting.

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Entering/Changing inventoried quantities

Just remind: it possible to hide the notion of Physical inventory in the inventory list. To do so, tick the “Blind entry - inventory” option (refer to chapter Defining Company

Settings). In column “Inventory result”, enter the quantities actually counted during the inventory; for every entry a green checkmark displays on the left next to the line

concerned. Changes will be saved when you validate, but it is possible to exit and return to this entry screen as many times as necessary. Note that you must populate all the

lines. You will not be able to validate the inventory count until each line displays a green checkmark in Column “Entered”.

Please note!

To begin with, all the inventoried quantities are set to zero.

If the computerized inventory is negative, the inventory result will be forced to zero.

You can validate the inventory if all lines are marked entered.

Input procedure

1. The multi-criteria selection screen displays all of the lists generated.

2. Double click the list of your choice to open the item list.

The “Enter Inventory” screen displays.

Each single or dimensioned item is displayed on a line.

Its quantity in stock is specified in the “Computerized inventory” column.

3. Complete each line, entering the inventoried quantity in the “Inventory result” column.

4. After each entry is made:

- The discrepancy between the computerized inventory and the inventory result is updated.

- A green checkmark to the left of the line indicates that the inventoried quantity has been entered.

Actions performable on the inventory count entry and change screen

Double-click the item line of your choice to display the “Enter inventory” screen. The actions you may perform on this screen are listed hereafter.

Mark line as entered

In order to validate an inventoried quantity of zero for an item whose computerized quantity is not null, you must select this button, option [Mark line as entered].

Copy the data of a column

This button allows you to copy data from the Computerized inventory column to the Inventory result column for all the lines that have not yet been entered. If you click

this button again, it will reset the inventory result.

This function saves time for operators having to enter a quantity for each line. They only need to modify the lines for which the inventory count identified a discrepancy.

For inventory counts performed with a portable inventory terminal, this enables reintegrating a transmission without cumulating inventories quantities.

Example:

An inventory counter file has been integrated, but this file has some errors.

If you integrate another file to replace the first one, and if you do not reset the quantities before this second integration, the quantities in the second file will be added to those

of the first.

Display the detail of prices for an item

The {Detail of prices] button allows you to display the detail of prices for the item.

Search in a list

This button allows you to search for an element in the list.

Add/Remove items

Two buttons allow you to add or remove an item from the list.

Inventory flash query

This button display the inventory flash of the SKU on which the cursor is positioned, in the store of the inventory count.

Perform additional actions

This button allow you to:

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- View the detail of prices

- Update the prices linked to warehouses, items, and/or the price list field.

- Mark lines as entered or not entered

- Access the settings for inventory list

- Update column Computerized inventory

- Display the detail of serial numbers

This button allow you to:

- Show the item

- View the item transmissions

- Go to the first blank line

- Go to the first negative listed line

Inventory Counts Conducted with a Portable Inventory Terminal

Before you can perform the following operations, first complete the steps described in section “Prerequisites Common to Inventory Counts Conducted with or without a

Portable Inventory Terminal”.

Downloading the result of an inventory count

Back Office: Inventory - Conduct inventory - Transmitted inventories/PIT transmission

Front Office: Management - Conduct inventory - Transmitted inventories/PIT transmission

The operators count the quantities of each item in stock using the portable inventory terminal (PIT.) When the PIT storage limit has been reached, or when they have finished

their work, the operators download the data entered on the PIT to the IT system. More than one transmission can be made during the course of one inventory count. Each

transmission is made using the PC, located in the store via a cable that connects the PIT to one of the computer’s serial ports. After the references have been counted using the

terminal, open the PIT transmission command. The Transmission screen displays: Select the warehouse concerned and enter the transmission title. The selected warehouse

will only be used, if the warehouse is not specified in the terminal.

Please note!

The selection of the warehouse is not used as a filter. If you select Lyon and the terminal contains the code for the Marseille store, you will get a transmission for Marseille.

If a transmission title has been entered, it will be indicated in the transmission. If not, the field will be initialized with the value “RECUP”.

Click the [Configuration display] button, and then verify the PIT type used, and the serial port that it is connected to. This configuration is saved per store and can be

modified directly in the store record.

Click this button to download the inventory count data from the terminal. This places the PC on standby for the transmission. The download must then be launched from

the terminal. The barcode list scrolls down until it reaches the message “End of communications.” Check that the message does not indicate any error in the barcode list

(unknown barcodes, etc.), then click the [Close] button.

Note that generic items are blocked at PIT download.

You can print a report when the PIT transmission is complete. A CEGID report is supplied and configured by default. You can, however, print other reports using the

[Configuration display ] button and the Report field.

Various PIT types

Back Office: Inventory - Conduct inventory - Transmitted inventories/PIT transmission

Front Office: Management - Conduct inventory - Transmitted inventories/PIT transmission

Click the [Configuration display] button and select the PIT type.

PIT

Description

Symbol

Is used to connect the MC1000 and MC3000 devices.

Texlon and Telxon (former

protocol)

Is used to connect a Texlon terminal; this device is no longer sold by Cegid.

Colombus Retail PIT

Is used to configure the link with a Colombus terminal. The download principle is

described in detail in the Characteristics of the Colombus Retail inventory terminal.

The retrieved file will have a fixed name and will be available in a given directory

in the expected format as described in the following chapter.

Colombus Retail Symbol PIT

This pre-populates the command line with default values. The PIT file created by

the utility is located in "C:\ProgramData\CEGID\TPI\". When the file is integrated,

it is saved to the “SAV” sub-directory.

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Characteristics of the Colombus Retail inventory terminal

Back Office: Inventory - Conduct inventory - Transmitted inventories/PIT transmission

Front- Office: Management - Conduct inventory - Transmitted inventories/PIT transmission

Download principle

An executable file called “DechargementSymbol.exe” is automatically downloaded onto all workstations of the stores. Populate the command line in Yourcegid Retail Y2

(PIT settings) as follows:

DechargementSymbol.exe /OUT:FileName [/COM:COMPortNumber] [/BAUD:BaudRate] [/DATA:DataBits] [/STOP:StopBits] [/PARITY:Parity] [/TIMEOUT:TimeOut]

[/LOG:LogFileName]

With the following settings:

- COM Port Number: Numeric value from 1 to 99. DEFAULT = 1

- Baud Rate: 2400, 4800, 9600, 19200, 38400, 57600, 115200. DEFAULT = 38400

- Data bits: Numeric value from 5 to 8. DEFAULT = 8

- Stop bits: 1, 2. DEFAULT = 1

- Parity: NONE, EVEN, ODD. DEFAULT = NONE

- Time Out: time out in seconds. From 0 to 100. 0 means waiting infinitely. DEFAULT = 10.

Expected format for integration with a Colombus Retail terminal

Main header record

External terminal

Uses the CAPM import with INV settings.

PIT (Handy terminal)

Is used to integrated a file from the Handy Terminal The line format (reading from

left to right, comma as separator) of the expected file is as follows:

- 1st field: Different from 0, otherwise the record is rejected

- 4th field: Store code + Warehouse code

- 6th field: Operator code

- 7th field: Location

-8th field: Transfer number

- 9th field: Barcode on 20 characters + Serial number (without using Cegid’s

management features of serial numbers.)

-10Th field: Quantity

PIT specific 01

Is used to integrate a file from an external tool: The line format (reading from left to

right) of the expected file is as follows:

- 3 characters: Warehouse code

- 15 characters: User code

- 15 characters: Location code

- 14 characters: Barcode

- 5 characters: Quantity

PIT specific 02

Is used to integrate a file from an external tool: The line format (reading from left to

right) of the expected file is as follows:

- 3 characters: Warehouse code

- 15 characters: User code

- 15 characters: Location code

- 16 characters: Barcode

- 3 characters: Quantity

Field

Start

Length

Type:

Value/Format

Record type

Alpha/Num

Number of areas

Num

0000

Number of lines for barcode

Num

000000

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Area header record

Barcode line record

Just remind: All documents with barcode entry can be supplied via the terminal download.

Modifying a transmission

Back Office: Inventory - Conduct inventory - Transmitted inventories - Entry/query

Front Office: Management - Conduct inventory - Transmitted inventories - Entry/Query

Once the transmission is complete, you can view or modify the transmission. Note that it is possible to modify a transmission as long as it has not been integrated. To do so,

click on the transmission concerned, modify the lines, and then validate.

Entering item codes in transmissions:

You can enter an item code in the barcode field on the Transmitted inventory screen. When you exit the cell:

- If the barcode is not found, the application will search for a generic item.

- If this search is successful, the dimension window opens to allow you to select the item sizes/colors.

This method does away with the need to use the multi-criteria selection screen.

Canceling a transmission

Once a transmission has been integrated into a list, it can no longer be modified. But it is possible to unflag a transmission, so that it can be reintegrated if necessary. You can

only unflag transmissions that have already been integrated. To display them, tick the Integrated transmission option in the Standards tab. When you open one of these

transmissions and see “Query only”, you know that the transmission has already been integrated.

To unflag the transmission, just click the [Cancel transmission] button.

Creating or deleting a transmission

It is also possible to create a transmission manually by clicking on the [New] button, and then scanning the item barcodes using a hand-held scanner.

The [Delete] button fully deletes a transmission.

Viewing and correcting errors

Back Office: Inventory - Conduct inventory - Transmitted inventories/Correct incorrect BC

Front Office: Management - Conduct inventory - Transmitted inventories/Correct incorrect BC

This feature allows you to speed up the process of correcting invalid barcodes in inventory count transmissions. The screen for managing wrong barcodes displays all errors

for all store, so that you can process all of these errors in one go. Errors are corrected by validating the relevant line: a screen will appear so that you can assign the scanned

barcode to an item in the database. The following information is displayed:

- The scanned, invalid barcode

- The selected item code

Date of inventory

Num

000000

Field

Start

Length

Type:

Value/Format

Record type

Alpha/Num

Terminal current date

Date

dd/mm/yy

Terminal time format

Time format

hh:mm:ss

Number of lines per area

Num

000000

Number of units per area

Num

000000

Area number

Alpha/Num

Store code

Alpha/Num

Field

Start

Length

Type:

Value/Format

Record type

Alpha/Num

Gencode

Alpha/Num

Inventoried quantity on area

Num

000000

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- The item description

- The display of dimensions

On this entry screen, the “Memory” setting allows you to store the relevant information. The Headquarters thus constitute a memory of errors that can be preserved from one

inventory count session to another.

The [Apply the item to memory] memorizes the correspondence of this barcode with the given item code.

This button enables you to start the correction process for the selected lines. The invalid barcodes with a correspondence are corrected automatically.

General remarks

- An error message is displayed when a non-validated transmission is opened, if it contains unknown barcodes.

- A warning message is displayed when integrating a transmission, if this transmission contains unknown barcodes.

- Unknown barcodes in transmissions are given the item reference “Error” to make them easier to find.

- Items that are not managed in stock are included, but are considered as invalid barcodes.

Integrating an inventory count file

Back Office: Inventory - Conduct inventory - Transmitted inventories - Integration

Front Office: Management - Conduct inventory - Transmitted inventories - Integration

This features enables you to integrate an inventory transmission with a list. Select the downloaded file in question, then validate to launch integration: This integration process

will update the inventoried quantities in the list that was generated when the inventory count was started. At this stage, it is still possible to modify the inventory count. You

can do this by going to the Enter/Change Inventory. Depending on the inventory terminals used, the barcodes may or may not be merged (several lines of the same barcode

with a quantity of 1). The aim is to group together the same barcodes when transmitting information from the terminal to Yourcegid Retail (using an option in the transmission

settings). This option is called: Group identical barcodes.

Integrating a line without a barcode

You can integrate a new line by entering the barcode or by using the item code (in the event a barcode has been corrected in the database).

Integrating the transmission from an inventory terminal

During integration, if an item is not included on the list, the method of searching for the relevant quantity in stock is as follows: for a total inventory count list -> inventory

forced to 0; otherwise a transmission with non-integrated items is created.

Entering/Changing inventoried quantities after integration

Back Office: Inventory - Conduct inventory - Enter/change inventory

Front Office: Management - Conduct inventory - Enter/change inventory

The entry and change procedure is described in detail in chapter Entering/Changing Inventoried Quantities.

Inventory Counts Conducted with an Optical Reader (Hand-held Scanner)

Back Office: Inventory - Conduct inventory - Transmitted inventories - Entry/query

Front Office: Management - Conduct inventory - Transmitted inventories - Entry/Query

This feature enables you enter all or part of the inventory count using a hand-held register scanner or a hand-held wireless scanner.

Input procedure

In order to do this, click on [New] button to create a new transmission. An entry window will open in which you should enter the following information:

- The store for which the inventory count is being conducted. A transmission number will be input automatically after you have made your selection.

- The location (optional)

- The inventory count title

- The barcodes of the various items to be inventoried

The items should be scanned one by one. A quantity of 1 is entered each time by default. However, you can go back to a line to change this value.

As with inventory counts transmitted by inventory terminals (PIT), you can modify this entry as long as it has not been integrated.

Once the entry has been checked, it should be integrated via the Transmitted inventories/Integration menu.

The procedure is identical to the one detailed for inventory counts by portable inventory terminals.

This integration process will update the inventoried quantities in the list that was generated when the inventory count was started.

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Inventory Counts Conducted by Integrating an Inventory Counter File

File format

The integration of an inventory counter file enables you to retrieve easily an ASCII file containing an inventory count. If need be, this operation can be performed in the

Front-Office. The format of the file is configurable: It is an ASCCI type file, and must be divided into columns (fixed length field) with no field separator. The following

information should always be transmitted:

- The Yourcegid Retail code of the inventoried store: 3 characters.

- The barcode: 13 characters – or more if needed, and notify this.

- The inventoried quantity: 4 characters, aligned on the right.

- The location (optional): Maximum 17 characters.

- The user (optional): Maximum 17 characters.

Example of file format:

0013600980407287 1LOCATION Bob

0013600980411147 1LOCATION Bob

0013600980417927 1LOCATION Bob

Note that if this type of file is integrated, it will not be possible to flag the lines. Reintegrating the file will duplicate the lines in the TRANSINVLIG table.

Files with line headers

Example of files:

INVC1 0013600980407287 1LOCATION Bob

INVC1 0013600980411147 1LOCATION Bob

INVC1 0013600980417927 1LOCATION Bob

Please note!

- The 0 position corresponds to the 7th character (beginning of the data to be retrieved)

- The sixth blank character allows you to flag lines during integration:

- If a line is flagged with an I, it has been integrated without error

- If a line is flagged with an R, it has been rejected and not been integrated. An error message is displayed when importing the file. If the file is reintegrated, only the

lines flagged with “R” will be processed.

- In order to optimize the recovery, lines with the same barcode should be grouped together.

- As the file structure can be customized in the import format, it may vary for size and position of the zones.

Defining data recovery settings

Back Office: Inventory - Conduct inventory - Transmitted inventories/File format settings

Front Office: Management - Conduct inventory - Transmitted inventories/File format settings

The “Inventory recovery” data of origin, defined for this purpose is selected by default. It is created by default by the module if it does not exist. The settings allow you to

define a file format that populates the TRANSINVLIG table (transmitted inventory count). The module allows you to retrieve all file types. Double-click on the import format

proposed by default: the “Recovery settings” screen displays.

List of specific fields

You have to add the GIN_EMPLACEMENT and GIN_INITOPE fields to integrate optional information about locations and operators.

Use the [Define default values] to populate your usual operating options.

Save your setup via the [Save settings] button.

Fields

Description

$$_LIBELLE

User-defined description

$$_CODEGPAODIM1 to 5

Dimension code 1 to 5 in CAPM

$$_SANSREJETCB

Is used to exclude any rejections of unknown barcodes, as they are processed in

Yourcegid Retail.

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Option “Without barcode reject"

If in the List of specific fields, you have configured the “$$_SANSREJETCB” field, unknown barcodes will be integrated with the application.

- Option configured and ticked in the default values: erroneous barcodes will be integrated; they must be corrected afterwards in the application.

- Option not configured: unknown barcodes are rejected when the file is integrated, and a report displays the list of the barcodes concerned.

Integrating an inventory counter file

Back Office: Inventory - Conduct inventory - Transmitted inventories/Integrate inventory counter file

Front Office: Management - Conduct inventory - Transmitted inventories/Integrate inventory counter file

This action replaces the stage in which the inventory count is downloaded from a portable inventory terminal. It is therefore necessary to start, first, the processes relating to

the beginning of an inventory as described in the “Prerequisites Common to Inventories.”

Procedure

1. The wizard for recovering the inventory counter file will open.

2. The “Data origin” field is already populated by default.

This field cannot be changed by the user.

3. Select the file to integrate, then click the [Next] button

Step 2 will be displayed.

4. Click the [Start recovery] button.

The processing report displays onscreen.

5. Continue the inventory normally at step “Entry/Query” of the transmitted inventory.

Reverse Inventory Counts

A reverse inventory count is used, for example, when items are hanging in cabinets, the contents of which are not known. It is therefore impossible to create a partial list for

these items. The contents of the cabinet must be scanned so that an inventory count can be carried out on the scanned items alone. Principle:

- Create a transmission containing all the scanned items in a cabinet.

- Create a partial list by selecting the transmission containing the cabinet items.

-Integrate the transmission into the partial inventory count list.

-Validate the list

In the case of a transmission, items are scanned in the standard manner using a portable inventory terminal.

Generating list

Back Office: Inventory -Conduct inventory - Beginning of inventory/Generate a list

Front Office: Management - Conduct inventory - Beginning of inventory/Generate a list

In principle, a partial inventory count is conducted by selecting items using a multi-criteria selection screen when generating the inventory count list. In a reverse inventory

count, the inventory count list is generated from one or more transmissions.

In the screen that displays, uncheck the “Total inventory” option, then click the [Selection of transmissions] button. The “Entry/Query” screen allows you to select items

from a transmission header multi-criteria selection screen. The inventory count list will contain all of the items in the inventory count transmissions.

Note: After you have selected the items by transmission, the subsidiary, store and warehouse criteria can no longer be accessed Item selection by transmission can only be

carried out for one store at a time (single-store inventory count lists)

Please note! The inventory count list must be created on the day the items are scanned

The inventory count list contains a copy of the inventory at the moment the inventory count list was created. This makes it possible to conduct inventory counts at any time of

the day. But, as the transmission is created before the inventory count list, you must ensure that the items are not sold between the time they are scanned and the time the

inventory count list is created.

However, it is possible to create an inventory count list at a prior date: in this case the computerized inventory at the morning, prior to any movement is copied to the

inventory count list. The inventory count must therefore be carried out in the morning before the daily opening.

Cycle counting

When creating an inventory count list, the Cycle counting option allows you to create an inventory count list based on the stock and the selection of all the items for which the

date of the last inventory count is before the cycle count date.

Note that a cycle count can only ever be a partial inventory count. The “Total inventory” option becomes unavailable if the Cycle counting option is checked.

Validating an inventory count

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Back Office: Inventory - Conduct inventory - Validation

Front Office: Management - Conduct inventory - Validation

Select the inventory count to validate, and click the [Validate lists] button to display the validation wizard for inventory lists.

- When validating a standard inventory count, the application proposes an option to reset the inventory to zero for non-inventoried items, i.e. items that are no longer in the

store.

- When validating a reverse inventory count, as the item list is created from the scanned items, non-inventoried items are never reset. Neither are items that are present in the

computerized inventory, but no longer in the store. The solution is to mark all the items that have been inventoried, in order to extract a list of all the items that are present in

the inventory but have not been inventoried during the year.

When validating an inventory count, step 1 proposes an option that allows you to “Update the date of the inventory for all items of the list.”

This action updates a date field in the inventory record. You can view this new “last inventory count” date in the dashboards and by querying item availability.

Please note! If you cancel the validation, the date of the last inventory count cannot be updated. It will continue to show the date updated by the validation.

Inventory Count Result

Editing inventory count discrepancies and inventory valuations

Editing inventory count discrepancies

Back Office: Inventory - Conduct inventory - Reports/Stock - Inventory comparison

Front Office: Management - Conduct inventory - Reports/Stock - Inventory comparison

This feature allows you to edit a comparison of the counted inventory and the theoretical stock. Various criteria available in the different tabs help you to get a detailed report.

Editing an inventory count valuation

Back Office: Inventory - Conduct inventory - Reports/Valuation of inventories

Front Office: Management - Conduct inventory - Reports/Valuation of inventories

This feature allows you to edit a valuation report for the inventoried items based on various criteria.

Validating an inventory count

Back Office: Inventory - Conduct inventory - Validation

Front-Office: Management - Conduct inventory - Validation

Once the checks have been carried out and the inventory count modifications entered, the theoretical inventory should be updated in line with the inventoried quantities.

Warning: This action will modify the inventory.

Select the inventory count to validate, and click the [Validate lists] button to display the validation wizard for inventory lists. The computerized inventory quantities are

modified to take into account the discrepancies registered between the physical inventory and the reference inventory that was created in the preparatory phase. An Inventory

discrepancies document (type INV) is created every time an inventory count is validated, and records the inventory adjustment quantities assigned to each item.

Settings for pricing

When validating the inventory count, you can value it using the following prices:

Note that for the 3 prices proposed on this screen (Price 1, Price 2, and Price 3), the price used for valuation will be the first price different from 0 for each item.

Example:

For item XX, if the price entered is 0, the valuation will be made using the inventory price.

As a result, the valuation may differ for each item in the list. In the inventory count report available via Inventory - Conduct inventory - Reports/Valuation of inventories, you

can select these 3 types of valuation in the Criteria tab, so that the report matches the inventory count:

Reset computerized inventory to zero

This wizard also allows you to choose whether or not to reset to the computerized inventory to zero for any item with a null inventoried quantity. In general, this option is

always checked, to ensure that the inventory for a non-inventoried item is forced to zero. However, in order to validate an inventory count in which certain items have not

Fields

Description

Entered

This is the price specified on the inventory count list (Last Purchase Price, Last Cost

Price, Weighted Average Purchase Price or Weighted Average Cost Price), depending

on the information entered in the Document settings (in the Valuation tab, in field

“Proposed price”, for the Inventory discrepancies (INV) document type.

Inventory

This is the price specified in the inventory record for each item (LPP, LCP, WAPP or

WACP).

Item

This is the price specified in the record for each file (LPP, LCP, WAPP or WACP,

Selling price tax excl., Purchase price tax excl.).

Purchase price list

This is the item purchase price list on the date the inventory count list is created.

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been counted, due to lack of time, you can deactivate this inventory reset.

Inventory closure

For full inventory counts, the second step in the validation wizard suggests the creation of the following:

- A total inventory statement

- A simplified inventory statement (does not take into account inventories at 0)

- An inventory snapshot

- No snapshots or inventory statements

Please note!

An inventory statement blocks any inventory transfer documents that predate the inventory count list. It is preferable, therefore, when validating an inventory count, to launch

an inventory snapshot, rather than an inventory statement. However, for performance reasons, it is strongly recommended that you do not launch an inventory snapshot or

statement right after inventory count validation. Instead, you should schedule it to be processed at night, so that users are not impacted.

Start processing

Once the process has been launched, the computerized inventory is updated and the inventory count lists can no longer be modified. Note that in order to launch an inventory

validation, you have to specify a third-party of inventory discrepancies in the company settings via Commercial management/Default settings (refer to Default Settings in

Company Settings.)

Canceling an inventory count validation

Back Office: Inventory - Conduct inventory - Cancel validation

As detailed in the previous section, an inventory count validation updates the inventories, and, in the case of a total inventory count, creates an inventory statement or

snapshot. Canceling an inventory count validation allows you to cancel these 2 actions, enabling you to go back to the initial, pre-validation status. This may be necessary

when the same portable inventory terminal (PIT) has been downloaded twice, for example. This action is to perform only in the Back-Office. Canceling an inventory count

results in the following:

- It deletes the inventory count discrepancy document

- It makes it possible to modify the inventory count list, while retaining physical inventory

- It deletes the inventory statement if the list in question is a total inventory count list

You can only cancel a validation if the inventory count list and the inventory count discrepancy document are included in the database.

Deleting an inventory count list

Back Office: Inventory - Conduct inventory - End of inventory

Front Office: Management - Conduct inventory - End of inventory

This process ends the inventory count by completely deleting the transmitted lists and inventory counts for all the selected stores. This operation can be performed after the

inventory count validation phase has been completed, or just before launching a new inventory count. You should ensure that all the inventory count reports have been printed

before you delete the list. This optional process is described in detail in chapter Checking Inventory Counts Awaiting Validation.

Splitting an Inventory Count List

This feature allows you to validate inventory count lists that have more than 2,000 discrepancy lines.

Dicing a list consists in splitting an inventory list with many discrepancy lines into several lists, so that it can be validated, viewed or deleted more easily. At the inventory

validation step, if the list to validate includes more than x lines with discrepancies, a message will propose the user to split the list.

Setting up the number of lines

Back Office: Administration - Company - Company settings

The number of lines from which the list will be split is defined in the company settings in Commercial management/Inventory, in field “Authorized limit to validate an

inventory (number of lines w/ discrepancies.) This setting corresponds to the maximum number of items showing a discrepancy allowed per sub-list created.

Procedure

Back Office: Inventory - Conduct inventory - Validation

Front-Office: Management - Conduct inventory - Validation

The [Divide an inventory list] button, which can be accessed from the tool bar, allows you to launch a wizard for an inventory count list that contains more than x

discrepancy lines.

This wizard closes the list, in order to preserve it, and generates X inventory count list(s) depending on the number of discrepancies. This process is fast.

Example:

Code of the list before splitting is 001041024000001.

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After it has been split up, the list is displayed in the following format: 1 closed list (the original) + 3 lists with the following codes:

- 001041024000001_A

- 001041024000001_B

- 001041024000001_C

Lists A, B and C contain the inventory count discrepancies that must all be validated.

This wizard is subject to the “Authorize inventory lists to be divided’ access right, available in Menu 26 – Commercial management/Conduct inventory

Advantages

- During validation, there are several visual validation stages for each inventory count list.

- The inventory count discrepancy documents can be queried easily, as they are smaller.

- Deletion is quicker as the inventory count discrepancy documents are small

Disadvantages

- Inventory statements and snapshots are no longer processed automatically.

- An inventory snapshot must be launched manually or scheduled, after all the inventory count lists have been validated.

Inventory Counts by Areas

This features allows you to conduct an inventory for a store divided into areas. Note that the term "Location" is replaced by "Area".

Defining areas for the inventory count list

Back Office: Inventory -Conduct inventory - Beginning of inventory/Generate a list

Front Office: Management - Conduct inventory - Beginning of inventory/Generate a list

In the "Accounting of inventory areas” section, tick the "Area management” option. This option specifies that the management of areas for inventories is mandatory pour this

inventory count list. Specify the numbers of the first and the last areas. All areas located between these two numbers will be created automatically when the inventory count

list is generated.

Please note!

Ticking the “Area management” option requires you to manage and validate the inventory count according to this new operation. By default, this option is not ticked in order

to use the standard operation. An area contains maximum 17 characters and must be unique in the inventory count list. Areas are created:

- Automatically, when the inventory count list is crated, in the case the counters had been specified.

- Manually, at any time, even if the inventory count is in progress.

Areas are displayed and sorted on the description of the area. If a new area is added to the screen, it will be integrated after the last one. It will recover its right place after

reloading.

Conducting an inventory by area

Back Office: Inventory - Conduct inventory - Inventory by area

Front Office: Management - Conduct inventory - Inventory by area

This feature has been optimized for processing times. Select the store and the inventory list. Once these criteria specified, the various areas will display onscreen. By default

all areas are grey; only counted areas will change in color. The progress is displayed at the bottom of the screen, which allows you to control all the actions of the process.

Every area can have the following status:

Fields

Description

On hold

Default value

Allocated

The first phase is a phase of allocation. An available area allows you to allocate a

team to the area. The area then changes in color meaning that it has been

allocated. This phase is optional.

Counted

An option allows you to open the download screen for a portable inventory

terminal. This download creates a transmission by area.

If the terminal contains 3 areas, you will get 3 transmissions provided that the area

downloaded by the terminal exists and that the status of the area is set to: “On

hold” or “Allocated”.

If the area does not exist, a message displays, prompting the user to create the

area. If the answer is “Yes”, the area and the transmission are created.

If the answer is “No”, the transmission is aborted. In the same way, if the area is

already inventoried, the transmission is rejected.

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Once all areas are counted, use this button to integrate them with the inventory list. The process continues with the Pre-validation by Store.

List of options available for each area based on its status:

- Erase: option available if the status is set to “Allocated” or “Counted”. This option erases the transmission associated with the area and sets its status to “On hold”.

- Erase all areas: this option erases all the areas from the inventory list.

- Delete: option available if the status is set to “On hold” or “Allocated”. This option deletes the area from the inventory list.

- Integrate all counted areas: This option integrates all the areas whose status is set to “Counted”.

Inventory count entry excluding download

Inventory counts can be viewed and modified by users with access rights to the current menus. It is therefore possible to add references:

- non associated to areas,

- associated to existing areas or not referenced in the store.

Validating an inventory count

The inventory count can be validated only if all areas have a status set to “Integrated”. In the case a store has an area without items, the areas must be deleted. During the

validation phase, all the areas of the store are reset, and their status becomes “On hold”.

Pre-validation by Store

Back Office: Inventory - Conduct inventory - Pre-validation by store

Front Office: Inventory - Conduct inventory - Pre-validation by store

This intermediate step allows the store to perform a pre-validation indicating that the job is done.

Principle

When the store thinks the inventory count is finished, it makes a pre-validation. The inventory count becomes non modifiable for users in the Back- and the Front Office. The

inventory count can then be recovered by the Headquarters for final validation and discrepancy management. An authorized user in the Back-Office can de-validate the

inventory count, pre-validated by the store to make it available again for correction. If you open a list pre-validated by the store via the “Enter/Change inventory” feature, this

information will be displayed in red in the header of the inventory list. In this case, the inventory list is in read-only mode.

Close-up of the Pre-validation by store screen

The screen displayed is a multi-criteria screen with inventory lists not yet validated, so that the store can make a pre-validation. Two statuses are available:

- Inventory in progress: default status when an inventory list is created.

- Inventory pre-validated by the store.

Settings for inventories and inventory list

The [Settings] button gives you access to the settings of inventories, as well as to the settings of the inventory list. For the second option, if the inventory list was

already pre-validated by the store, the summary screen of the list displays in red the following: “Pre-validated by the store.”

De-validate a list

Use the [Cancel validation of lists by store] to de-validate a list. The status of the list will change from “pre-validated” to “in progress.” This button is enabled only if the

“Modify a status of an inventory list” concept is enabled for the user and only in the Back-Office. In the Front-Office, this will still remain grayed out.

Reminder of the generation criteria

The [Notepad] button enables the display of the inventory generation criteria.

Inventory Management and Batch Counting

Inventory management

Note that batches are not handled in inventory snapshots.

Item Availability

Back Office: Inventory - Query - Item availability

Integrated

An option enables you to integrate the selected area if its status is: “Counted”. The

count from the area is integrated with the inventory list, and the area can no longer

be modified.

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You can access via this command the Inventory batch detail screen by the means of the [Physical inventory detail] button.

This screen displays the detail of batches available in stock by item and by warehouse. By default, only the batches that have stock are displayed. By unchecking the "Batch in

stock" option, batches with zero quantities are displayed. Searching for a batch involves the following criteria: External batch, internal batch, tracked batch (if supported), and

the various applicable dates.

Viewing the batch record

Back Office: Inventory - Query - Batch management

The batch record can be viewed using the [Batch record] button. It contains the identification elements of the batch (its references,) its creation origin (any information

linked to the document), dates and other information.

Movement history

Back Office: Inventory - Query - Batch management

The detail of movements for a batch is accessed by double-clicking the batch line, or by using the [Movement history] button. This screen displays all of the movements

that have affected the batch. By default, the movement line includes the document number, original document type, movement type, and information linked to the batch and

the quantity.

Inventory counts

Back Office: Inventory - Conduct inventory

The aim of conducting an inventory for batches is to count the physical quantities and identify them by batch on a specific date. For example, on a given day, 10 units of item

A are counted in stock: 2 for batch A, 3 for batch B and 5 for batch C. This inventory count allows you to note any possible allocation errors between batches or the physical

absence of a batch.

Generating a list

For batch-managed items at store level, the inventory list contains the detail by item/batch calculated using the information stored in the database. The list generated for an

inventory date (prior to the generation date) does not take into account those movements that have affected batches or those created after this date. The detail by batch on the

inventory date is calculated on the morning of the inventory date. Note that items belonging to a batch will populate a specific table (LISTEINVLOT) in order to associate

with the inventory list all theoretical data of the batch for all items concerned.

Transmitted inventories

Transmissions for batch-managed items are carried out by itemizing the batches, meaning that the transmission must include as many occurrences of the item as there are

batches with inventoried quantities on the inventory day. Batch numbers must be specified for the batch managed items in order to identify the batch to which the item

belongs and integrate it with the right inventory list. When the transmission is integrated, if an item is managed by batch and the batch identifier was not specified, the item

will be rejected into a new transmission (except if an exception on this item was defined for the store concerned.) The integration works as follows:

- For a partial inventory, the item will be added to the inventory list, if it is part of the items listed, or if the items match the selection criteria of the items in the list. If these

conditions are not met, the item will be rejected into a new transmission.

- For a total inventory, the item will be absolutely included in the inventory list of the corresponding store and warehouse, if the identifier of the batch is specified, or if the

item is subject to an exception.

In the Enter/Query command, the [Batch detail] button allows you to specify the batch references either by entering the relevant information, or by selecting an available

batch from the inventory detail using the [Select a batch] button.

When integrating the transmission, if the batch information is not specified for a batch-managed item, the line will not be added to the inventory list.

Entering/changing an inventory list

For batch-managed items at store level, the information linked to the batch is displayed in the section under the inventory lines. This section includes: the batch references

(internal, external...), and the batch dates (entry date, use-by date, etc.) If the item is not subject to batch management, the message "Item not managed by batch” is displayed.

Inventoried quantities are entered by batch in order to ensure traceability and to record discrepancies at each batch level. The “Items managed by batch” option - depending on

how this option is managed - displays or excludes all batch-managed items, or considers all items.

On the Enter inventory screen, batch references are accessed by double-clicking the appropriate line, or by using the [Additional functions - Batch detail option].

Depending on the inventory type, the following applies:

- For a full inventory, existing batch references cannot be modified. If a physically inventoried batch is not included on the list, you can enter the batch and its inventoried

quantity via the [Add an item] button. Batch references are mandatory, and a message prompts you to specify them, if need be, either by entering the relevant information or

by selecting an available batch from the inventory detail using the [Select a batch] button.

- For a partial inventory, the existing batch references can be modified, but in such cases, the computer inventory quantities are set to zero; this type of modification is like

referencing a new batch. Attention! In this case, the modified batch is no longer included on the list.

Validation

When the inventory is validated, the inventory discrepancies are carried over to the stock and have an effect on the batch detail. For each batch with a negative or positive

discrepancy, a movement (inventory-type movement) will record the effect on the batch. If the batch added to the inventory list does not exist, it will be created. If the list

includes a batch-managed item for which an inventoried quantity has been entered and the batch references are not specified, the inventory will not be validated. The event log

will display the following message in this case: "The batch information is not complete" (with the item code and the inventoried quantity). Inventory snapshots do not contain

the details of the batches that make up the stock.

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Internal Inventory Movements - Contents

Internal inventory movements are movements of merchandise that have an impact on inventory and are triggered by transactions other than purchases or sales. They can be

special movements (input or output of stock), transfers of merchandise between two stores, or transfers of merchandise between two warehouses of the same store.

Special inputs/outputs

Entry of a special input/output

Adjustment of a special input/output

Query of a special movement

Modification of a special movement

Impacts of a special movement

Transfers

Setup, preparation and creation of a transfer

Validation of a transfer notice

Query, modification and duplication of transfers

Generation of a transfer

Management of transfer remainders

Other useful information about transfer management

Special Inputs/Outputs

Entry of a special input/output

Back Office: Inventory - Enter - Special movements/Input-Output

Front Office: Management - Special movements - Input and Output

These commands allow you to enter special types of inventory input/output movements (theft, breakages, etc.) Compared to the process for entering other documents, there is

one particularity – a movement reason must be entered for the document, and if applicable, for the lines. This reason is mandatory. Note that input/output reasons must have

been created first by the user in the Settings module - Documents - Movement reasons.

Adjustment of a special input/output

Back Office: Inventory - Enter - Special movements/Input-Output

Front Office: Management - Special movements - Adjustment

These commands allow you to enter, in one single document, inventory input and output movements. Input movements must be entered as positive values, and output

movements as negative values. When validated, two documents are created automatically – a special input document for positive lines, and a special output document for

negative lines.

Query of a special movement

Back Office: Inventory - Query

Front Office: Management - Special movements - Query

In the Back Office, special movements can be queried in different ways via the following commands:

- Dashboard, option Internal movements.

- Query, option Special movements.

- Query, option Inventory movement by item.

- Movements.

In the Front Office, special movement are viewed via the Query command.

Modification of a special movement

Back Office: Inventory - Enter - Modification

Front Office: Management - Special movements - Modification

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It is possible to modify certain data on a document about special movements, such as item lines, quantities, warehouse, document reason, and line reason. However, it is not

possible to modify the document store.

Impacts of a special movement

Setup, Creation and Preparation of a Transfer

Setup for transfers

Company settings

Back Office: Administration - Company - Company settings -

Go to Commercial management/Inventory, and specify the settings available in Inter-warehouse transfers.

Access rights

Back Office: Administration - Users and access - Access right management

The Inventory (103) menu authorizes or not the users to access the menus relating to the query, creation, and modification of internal inventory movements.

Creation of a transfer

Back Office: Inventory - Enter - Transfer

Front-Office: Management - Transfers - Create transfer

The creation of transfers is slightly different from the process used for entering other documents – You are required to define a sender store and sender warehouse as well as a

recipient store for the document. This data is mandatory.

Note that a recipient warehouse must also be entered for transfers from one warehouse to another warehouse of the same store.

The sender store creates a sent transfer (TEM document type) for another store. There are two possible scenarios here:

- If the recipient store is required to validate its transfer notices, a transfer notice (TRV) will be automatically created at the same time as the TEM document. The recipient

store must validate its transfer notice, which will result in the creation of the corresponding received transfer.

Special movements

GQ_PHYSIQUE

GQ_ENTREESORTIES

Special inputs

EEX

Special outputs

SEX

-1

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- If the recipient store is not required to validate its transfer notices, the corresponding received transfer will be created at the same time as the TEM document.

Preparation of a transfer

Back Office: Inventory - Enter - Transfer worksheet

Front-Office: Management - Transfers - Create transfer worksheet

This feature allows you to make a temporary entry of a transfer that can be modified in the sender store until it is changed into a sent transfer. This transfer type (BTR) can be

used in the Back Office and in the Front Office. It will be initialized by default with the settings of the “Sent transfer” and use specific counters (document counter, inventory

counter.) The following actions are available:

- Creating transfer worksheets in the Back Office: Inventory - Enter - Transfer worksheet.

- Duplicating transfer worksheets in the Back Office: Inventory - Enter - Duplication/Transfer worksheet.

- Transforming a worksheet into a sent transfer: Inventory - Generation - Validate transfer worksheet.

This type is not available by default. Use the access right management to activate this type: Back Office: Administration - Users and access - Access right management

(Inventory/Enter.) Similar access rights are available for the duplication and validation of transfers drafts.

Note if the settings for sent transfers are modified, we strongly recommend to modify manually the settings for the transfer worksheets, so that both types remain identical as

much as possible.

Validation of a Transfer Notice

Back Office: Inventory - Generation - Validate transfer notices

Front Office: Management - Transfers - Validate transfer notices

Several scenarios detailed hereafter are possible.

Standard scenario of validating a transfer notice

A store must validate its transfer notices if:

- The “Validate transfer notices” company setting, available in Commercial management/Inventory, is checked.

- The “Validate transfer notices” setting is checked in the recipient store record (in the Contact information tab.)

- The “Validate transfer notices” setting is checked in the recipient warehouse record (in the Contact information tab.)

Subsidiary record (Characteristics tab)

If a store manages subsidiaries, the “Authorize the validation of transfer notices in the stores records” setting is checked in the subsidiary record of the recipient store, if this

recipient store is associated with a subsidiary.

Warehouse record (Contact information tab)

The “Validate transfer notices” option is taken into account only when a transfer involves a same store (sender and recipient). Note that if at least one warehouse manages the

validation of transfer notices, a transfer notice is generated.

Direct transfers between remote warehouses of the same geographical site

Back Office: Basic data - Stores - Subsidiaries

If subsidiary management is active, it is possible to specify that transfer notices should not be generated for transfers between 2 warehouses: Therefore, go to the

Characteristics tab in the subsidiary record, and enable the “Print intra-store transfer documents on a same geographical site” setting. The “Direct transfers between remote

warehouses of a same geographical site” setting allows you to specify that no transfer notices should be generated for transfers between remote warehouses within the same

geographical site. The sent transfer (TEM ) is then generated directly as a received transfer (TRE) in the following cases:

- If the sender and recipient warehouses belong to the same store, and are not remote warehouses.

- If the sender and recipient warehouses are remote warehouses within the same geographical site, whether or not they belong to the same store.

The following table summarizes the different scenarios for two stores that manage direct transfers and belong to the same subsidiary:

Store

Warehouses

Characteristics

101

100

Non-remote warehouse

10A

Vaise remote warehouse

10B

Jemmapes remote warehouse

10C

Vaise remote warehouse

10D

Non-remote warehouse

001

000

Non-remote warehouse

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If the two stores do not belong to the same subsidiary, or if one of the two stores does not belong to any subsidiary, the process is based on the settings defined for the

recipient store (subsidiary/store/warehouse).

Example:

If store 101 does not belong to any subsidiary, a transfer (TEM) sent from warehouse 00A to warehouse 10A will generate a transfer notice, even though both warehouses are

remote warehouses on the same geographical site, unlike in the examples shown above.

Direct transfer from headquarters-type stores

Store not linked to a subsidiary

If the sender store is a headquarters-type store, a sent transfer automatically generates a received transfer.

Store linked to a subsidiary

If the “Direct transfer if sender store is of type Headquarters” company setting is checked and if the sender store:

- Is a headquarters-type store, a sent transfer automatically generates a received transfer regardless of the other options activated in the subsidiary record.

- Is not a headquarters-type store, the system takes into account the “Direct transfers between remote warehouses of a same geographical site” option (refer to chapter Direct

transfers between remote warehouses of a same geographical site). If the “Direct transfers between remote warehouses of a same geographical site” option is not checked, the

“Validation of transfer notices” option from the store record is taken into account.

Query, Modification and Duplication of Transfers

Transfer query

Back Office: Inventory - Query - Query/Transfers

Front Office: Management - Transfers - Query

These commands allow you to view BTR, DTR, TEM, TRV, and TRE documents.

In the Back Office, other types of query are available from the Query menu:

- Command Dashboard, option Internal movements.

- Command Query, option Inventory movement by item

- Command Movements.

Transfer modification

Back Office: Inventory - Enter - Modification/Transfers

00A

Vaise remote warehouse

00B

Jemmapes remote warehouse

00C

Vaise remote warehouse

Recipient warehouse

Sender

warehouse

000

00A

00B

00C

100

10A

10B

10C

10D

000

TRV

00A

TRV

No TRV

TRV

No TRV

TRV

No TRV

TRV

00B

TRV

00C

TRV

No TRV

TRV

No TRV

TRV

No TRV

TRV

100

TRV

No TRV

10A

TRV

No TRV

TRV

No TRV

TRV

No TRV

TRV

10B

TRV

10C

TRV

No TRV

TRV

No TRV

TRV

No TRV

TRV

10D

TRV

No TRV

TRV

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Front-Office: Management - Transfers - Modification

If a TEM document is modified, a message prompts the user to confirm whether the changes should be implemented in the following documents also:

- in the “counterpart” TRV document, if it exists, and has not been validated yet.

- in the “counterpart” TRE document, if there is no TRV document, or if the TRV document has been validated.

If selected, the “Request to apply modifications when validating transfers” company setting accessed via Commercial management/Inventory will also prompt the user to

confirm if they want the changes made during validation of a TRV document to be applied to its counterpart TEM document also.

Transfer duplication

Back Office: Inventory - Enter - Duplication

Front Office: Management - Transfers - Duplication

These commands enable the duplication of transfer documents (such as request and worksheets.)

Generation a Transfer

Back Office: Inventory - Generation

Validate transfer requests

It is possible for a store to enter a transfer request in order to ask another store if they can send items to them. Once entered, the transfer request (DTR) document must be

validated before the corresponding Transfer sent (TEM) document can be created.

Please note!

When entering a transfer request (DTR), the store that enters the DTR is the recipient store in the document, since it is considered to be the store that will receive the

transferred merchandise.

Validate transfer worksheets

This command allows users to validate transfer worksheets so that a sent transfer, and if necessary, a transfer notice can be generated.

Validate transfer notices

The command allows users to validate transfer notices once the conditions listed in the section on validating transfer notices have been met (see above).

Validate replenishment orders

This command allows you to generate transfers at Headquarters from replenishment orders entered in the store. The transfers can be created automatically or manually, and

with or without checks being carried out on the warehouse from which the inventory is to be taken. A multi-criteria search screen allows you to select the replenishment order

to be converted to a transfer. When generating transfers automatically, an option allows you to choose whether:

- the entire replenishment order should be generated, even if there is no inventory for the items in the warehouse.

- only part of the replenishment order should be generated; in which case only the items for which there is inventory in the warehouse are taken into account. In this case, the

replenishment order will remain active, as long as there are quantities to process.

When validating the orders you have selected for transfer, a record allows you to select the warehouse from which the inventory is to be taken. When transfers are generated

manually, the standard document generation process applies. A specific step in the process allows you to generate the transfer notice or the received transfer associated with

the sent transfer.

Pre-receive transfer notices

It is possible for transfer notices to be automatically pre-received and received in multi-selection mode. This makes it possible to accelerate the merchandise receipt

functionalities in the case of delivery notices by indicating that the goods have arrived at the store, thus allowing them to be rapidly entered into inventory. The notices must

be selected using the space bar. You can then carry out a number of actions:

- Launch the pre-receipt of the elements selected.

- Launch the multi-package pre-receipt of the elements selected.

- Launch the multi-package receipt of the elements selected.

- Launch the validation of the transfer notices (and therefore generation of the corresponding received transfers) for the selected elements.

- Display the screen for communicating with a portable inventory terminal. Activating the terminal download function allows transfer notices to be received

automatically.

The status of the receipt is indicated in the multi-criteria header. The status may be set to the following values:

- On hold: the document has just been created.

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- Pre-received: the document has arrived at the warehouse.

Partial processing: The document content has been scanned but items are missing

- Notice processed: all the items have arrived or the document has been cleared

For convenience, this screen also allows you to pre-receive and receive delivery notices (ALF documents) and purchase orders (CF documents). Note that the same feature is

available in the Purchases module, menu Generation.

Management of Transfer Remainders

The goal here is to ensure that the process for managing delivery notices and the process for managing transfer notices are exactly the same throughout the receipt cycle. This

is achieved by using special functions for transfers. In particular, this allows for the following:

- Management of transfer notice remainders so that partial receipts are possible.

- Transfer notices can be closed/reopened.

- The multi-criteria screens can display remainders, closed documents, non-closed documents, and all other elements necessary to ensure that the process is the same as for

managing delivery notices.

Settings and impacts

Back Office: Administration - Company - Company settings

To activate the remainder management, select the “Management of remainders for transfer notices” company setting accessed under Commercial management/Inventory.

Please note!

Once you activate this setting, it can no longer be changed. The consequences of activating this setting are as follows:

- The “Request to apply modifications when validating transfers” company setting is disabled.

- The “Validate transfer notices” company setting is activated.

Neither of these two settings can be changed again

- The received transfer counter is set to the same value as the sent transfer counter.

- The “Remainder management” setting is activated on the Inventory tab of the document types for TEM, TRV, and TRE documents.

It will no longer be possible to change this setting.

Note that if remainders are managed in transfer notices, and a received transfer is deleted, the deleted quantities in the previous document must be reset if this document is a

transfer notice.

Use

Back Office: Inventory - Processing - Close/Reopen transfers

When validating a transfer, you can receive a transfer notice in several parts. The remainders can be displayed in a multi-criteria query screen for transfer notices.

Two commands are available in the Inventory module, via Processing, allowing a transfer notice to be closed or reopened.

These features are subject to access rights available in the Administration - Users and access - Access right management (Menu 103 - Inventory/Processing.)

Management of remainders for transfer worksheets and requests

Back Office: Settings - Documents - Documents/Types

The remainder management for transfers is also operational for transfer worksheets and transfer requests.

To facilitate the management of remainders, you can impose in the settings of transfer worksheets and requests, the generation of only one subsequent document. Therefore,

go to the Inventory tab, and tick the Generating only one subsequent document.

Other Useful Information about Transfer Management

Approval for documents

Back Office: Inventory - Processing - Approval for documents

If approval is managed for the documents in question, this feature allows you to manage approvals in document-by-document mode or in batch mode.

User restriction for transfer requests

Back Office: Administration - Users and Access - Users/tab Restrictions

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This feature is aimed at adding a restriction level to the transfer management in order to meet the following requirement:

- Store 001 is able to send a transfer request to store 002.

- Store 002 is not able to send a transfer request to store 001.

To enable this operation, a new type of restriction is added to the user record, in the Restrictions tab, field Transfer request sender.

Impact on the DISPO table

Sender warehouse of items Recipient warehouse of items

Litigations on transfers

Setup

Back Office: Administration - Company - Company settings

You can also define restrictions for viewing and processing litigations on transfers. Go to Documents - Entry, and populate the fields “Query litigations on transfers” and

“Process litigations on transfers.” These settings are also copied to the subsidiary record for more flexibility. To remain iso-functional, the default values of the settings are set

to “by recipient”

Use

Back Office: Inventory - Processing - Process transfer litigations

Front Office: Management - Transfers - Process transfer litigations

Click here for further information about processing litigations.

Valuation of transfers

The valuation of transfers is controlled by a number of specific settings described in this heading.

Inventory Statements and Snapshots - Contents

In Yourcegid Retail Y2, an inventory is always calculated in real time, i.e. at the time it is requested. However, for certain processes or comparative analyses, it can also

sometimes be useful to find out the quantity and value of the inventory at an earlier date

Inventory statements and snapshots preserve a “duplicate” inventory for a specific date, in order to meet this need.

They can be generated at any given time or for an earlier date, in which case they retrieve the inventory for the said date.

General settings

Configuring the calculation method for inventory snapshots

Managing access rights

Inventory statements

Generating an inventory statement

Modifying, deleting, and using inventory statements

Inventory snapshots

GQ_PHYSIQUE

GQ_RESERVETRF

GQ_ANNONCETRF

GQ_TRANSFERT

GQ_BROUILLONTRF

Create transfer request

Validation of transfer

request and generation of

corresponding sent transfer

-1

Entry of sent transfer and

generation of

corresponding received

transfer

-1/+1

Entry of sent transfer and

generation of

corresponding transfer

notice

-1

Validation of transfer

notice and generation of

received transfer

-1

Transfer draft entry

Validation of transfer draft

and generation of

corresponding sent transfer

-1

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Creating an inventory snapshot

Managing and using Inventory snapshots

Configuring Inventory Statements and Snapshots

Configuring the calculation method for inventory snapshots

Back Office: Administration - Company - Company settings

This setup concerns only inventory snapshots. It defines the calculation method to use.

Go to Commercial management - Inventory. In the Inventory snapshot pane, the “Calculation method for inventory snapshots” field is used to select one of the following

options:

- If you choose the “Standard” option, the following documents are taken into account: AFS, AVS, BFA, BLC, BLF, CC, CDI, CF, EEX, FAC, FF, FFO, INV, PRE, RDI,

SEX, TEM, and TRE.

- If you choose the “Without considering invoices” option, the following documents are taken into account: AFS, AVS, BFA, BLC, BLF, CC, EEX, FAC, FFO, INV, PRE,

SEX, TEM, and TRE.

Managing access rights

Back Office: Administration - Users and access - Access rights management

Menu 1 - Data exchanges/Data export

This menu authorizes snapshots to be exported.

Menu 103 – Inventory/Processing

This menu authorizes relevant user groups to access inventory statement and snapshot features (creation, querying, deletion, valuation, etc.)

Menu 113 – Follow up actions/Inventory

This menu tracks invalidations of inventory statements.

List of actions that may invalidate inventory statements if these actions have a date earlier than the inventory statement date:

- Entry, modification, duplication, and generation (manual or automatic) of a document.

- Entry, modification, duplication, and generation of a transfer.

- Generation of a transfer or a replenishment proposal.

- Validation of an inventory count

- Opening of sales day in Front Office

Inventory Statements

Back Office: Inventory - Processing - Inventory statements/Generate an inventory statement

Inventory statements enable you to consult the status of the inventory at any given date. You can choose a complete or simplified process.

Generating an inventory statement

Step 1: Select settings

A wizard displays to enable the creation of an inventory statement. You must first select the warehouse(s) that you want to include in the process, in addition to the inventory

statement date. The statement date can be the current date or an earlier date. In the latter case, the inventory is recalculated, making the process somewhat longer.

In all cases, the inventory refers to the inventory of the requested date, in the morning:

A statement for the current date is requested at 3 p.m.

Any inventory movements carried out between midnight and 3 p.m. are taken into account in order to recalculate the inventory in the morning. For example, quantities sold

before 3 p.m. are included in the inventory.

A statement is requested for an earlier date

Any inventory movements carried out between the date/time of the request and the morning of the requested date are taken into account in order to recalculate the inventory.

For example, sales made on the requested date are included in the inventory.

Consider inventory movements

The “Consider inventory movements” option is important when calculating an inventory statement for an earlier date, in the event where an inventory was validated between

the current date and the statement date. When this option is checked, the calculation includes any inventory correction movements resulting from said inventory (see the

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example shown in the wizard).

Simplified closure

The ”Simplified closure” option allows you to reduce the number of inventory records generated in an inventory statement. It limits the number of records in the DISPO table

in order to optimize the processes applied to the inventory.

If this option is checked (default value) the inventory statement is limited to the following items:

- Items with a current inventory, greater or less than zero

- Items that experienced an inventory movement between the statement date and the current date

Step 2: Valuation of inventory statements

The second step in the wizard allows you to select your chosen inventory statement valuation options. You can determine a price priority sequence for each selected price.

The principle is as follows: If the price selected in the priority 1 field exists, it is used to calculate the valuation. If not, the price selected in priority 2 is used, and so on. The

possible choices are:

- Statement warehouse price,

- The folder default warehouse price specified in the company settings

- Price from the item record

- Price specified for the last movement entered before closure

Step 3: Launch the process

The third and final step launches the process and displays the relevant report.

This button is used to schedule the task for execution on the server. Thus the inventory statement can be configured using a relative date, which allows you to generate a

regular snapshot automatically.

If you have scheduled a statement, you can consult the process report from an event log record (event level 3 = inventory statement – P13).

A number of checks are carried out before the process is launched, and some messages may appear after these checks:

- Non-invoiced receipts check (if a supplier invoice exists for one of the selected warehouses).

- Non-invoiced customer delivery notice check.

- Non-validated inventory check.

- Document type settings check.

If the document type settings differ from the standard settings, this discrepancy will be highlighted in a memo.

This memo details the following information in the “Non-standard setup” section: the document type name, your settings and the standard settings.

If the PHY (physical) counter is only present for a particular document type (plus or minus sign), this error will be indicated in a memo.

As the PHY counter is calculated from other counters, if it is the only counter entered, the document type in question will not be included.

This memo details the following information in the “CAUTION - INCORRECT setting” section : the document type name and your settings for the decreased and increased

inventory.

In these cases, a message will display, specifying that the document settings are not standard, and may cause incorrect calculation.

The user is then prompted to launch or not the processing: either the procedure is stopped to rectify the issues, or it is confirmed, in which case the statement will be displayed

with a red date in the analyses.

Modifying, deleting, and using inventory statements

Modifying the valuation of an inventory statement

Back Office: Inventory - Processing - Inventory statements/Valuation modification

This feature displays the list of available inventory statements. Double-click the statement you want to process: the creation wizard described in chapter “Creating an

inventory statement“ opens. Please note that only step 2 can be modified so that you can change the valuation of the inventory statement selected.

Deleting an inventory statement

Back Office: Inventory - Processing - Inventory statements/Delete an inventory statement

This feature displays the list of available inventory statements.

Select the inventory statement to delete with the space bar, and click the [Delete] button.

If you want to delete all the statements, use the [Select all] button.

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Using inventory statements

Back Office: Inventory – Query – Dashboard/Standards tab

Back Office: Inventory - Query - Inventory Cube/Additions tab

Inventory statements can be accessed in inventory cubes and dashboards via the “Closed inventory” criterion. Note that the “Closing date” field displays dates in 2 colors.

- A blue statement date indicates a simplified inventory statement.

- A red statement date indicates an inventory statement that has been calculated by bypassing the warning messages associated with the pre-launch checks.

Inventory Snapshots

Back Office: Inventory - Processing - Inventory snapshots/Create a snapshot

Inventory snapshots enable you to consult the status of the inventory at a given time. The process is similar to that used to create simplified inventory statements, but is

quicker in terms of generation and use.

Creating an inventory snapshot

Step 1: Select settings

You must first select the warehouse(s) that you want to include in the process, in addition to the inventory snapshot date.

The snapshot date can be the current date or an earlier date. In the latter case, the inventory is recalculated, making the process somewhat longer.

In all cases, the inventory refers to the inventory of the requested date, in the morning:

If a snapshot for the current date is requested at 3 p.m.

Any inventory movements carried out between midnight and 3 p.m. are taken into account in order to recalculate the inventory in the morning.

For example, quantities sold before 3 p.m. are included in the inventory.

If a snapshot is requested for an earlier date:

Any inventory movements carried out between the date/time of the request and the morning of the requested date are taken into account in order to recalculate the inventory.

For example, sales made on the requested date are included in the inventory.

Consider inventory movements

The “Consider inventory movements” option is important when calculating an inventory snapshot for an earlier date, in the event where an inventory was validated between

the current date and the snapshot date.

When this option is checked, the calculation includes any inventory correction movements resulting from said inventory (see the example shown in the wizard).

Valuation

You can select from the inventory snapshot valuation options:

- For the purchase price: The inventory last purchase price (LPA), the inventory weighted average purchase price (WAPP) or the item record purchase price (PP)

- For the cost price: The inventory last cost price (LCP), the inventory weighted average cost price (WACP) or the item record cost price (CP)

Step 2: Launch the process

The second and final step launches the process and displays the relevant report.

A number of checks are performed before the process is launched. These are identical to those carried out when generating an inventory statement (refer to section Inventory

Statements/Launching the Process..)

You can choose either to stop the procedure to rectify the issues, or choose to continue, in which case the snapshot will be displayed with a red date in the analyses.

This button is used to schedule the task for execution on the server. Thus the inventory snapshot can be configured using a relative date, which allows you to generate a

regular snapshot automatically. If you want to schedule a snapshot, you can view the process report from an event log record (event level 3 = inventory snapshots – P17).

Managing and using inventory snapshots

Viewing inventory snapshots

Back Office: Inventory - Processing - Inventory snapshots/Snapshot list

This feature displays the list of inventory snapshots available for each warehouse. Double-click on a line to access the details of the items in the relevant inventory snapshot.

Deleting inventory snapshots

Back Office: Inventory - Processing - Inventory snapshots/Snapshot list

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This feature displays the list of inventory snapshots available for each warehouse.

Select the inventory snapshot to delete with the space bar, and click the [Delete] button.

If you want to delete all the snapshots displayed, use the [Select all] button.

Viewing the snapshot detail

Back Office: Inventory - Processing - Inventory snapshots/Snapshot detail

This feature allows you to view directly the line details of the inventory snapshots for every warehouse and every item.

Using inventory snapshots

Back Office: Inventory – Query – Dashboard/Standards tab

Back Office: Inventory - Query - Inventory Cube/Additions tab

Inventory snapshots can be accessed in inventory cubes and dashboards via the “Inventory snapshot” criterion.

To view the quantity of the inventory snapshot, you must define the layout of the presentation used by adding the MIL_PHYSIQUE field to the available columns.

Exporting an inventory snapshot

Back Office: Data exchanges - Data export - Export inventory snapshots

This feature is used to export inventory snapshots, if the appropriate access right was granted to the users (refer to Managing Access Rights.)

Inventory Advanced Dashboard - Contents

Back Office: Inventory – Query – Dashboard

There are two inventory dashboards:

- Standard dashboard for inventory: Works with the DISPO table (availability) and enables you to retrieve additional information on inventory, sales, inventory movements

and inventory snapshots. The primary query is always based on the current inventory or on inventory at a certain date (following full or simplified inventory closure). It is not

possible, for example, to display an item that was sold over a given period if this is not included in current inventory.

- Advanced dashboard for inventory: The objective is to offer a new advanced dashboard optimally combining inventory, purchases, sales, inventory movements and

inventory snapshots. Note that archived movements are taken into account in this dashboard.

To use functions related to the advanced dashboard, enable user rights in menu Inventory (103): Inventory - Query - Advanced dashboard

Available selection criteria

Standards tab

Inventory tab

Documents tab

Pricing tab

Additional information

Data Consistency

Coefficient calculation

Dashboard generation time

List of fields

Available fields

Available Selection Criteria

Back Office: Inventory – Query – Dashboard / Advanced

The advanced dashboard offers the ability to combine selections based on inventory, inventory snapshots, and movements. The different selections that you make populate

two temporary tables, MTMPTVGENINT and MTMPTVGENRG. These tables are used directly by the dashboard. To ensure that it is as comprehensive as possible, this

dashboard takes dimensions into account.

Standards tab

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Using the standard selection criteria and your selected dimensions, this tab allows you to select the items that are to be taken into account: Three grouping categories are

offered, including:

- 8 item categories

- 15 user-defined item tables

- 2 user-defined item statistics

- Supplier code

- Sales divisions

- Collection, as well as the basic collection

In terms of the dashboard display in the case of grouping, the fields for the item record (item code, selling price, purchase price, etc.) are not displayed, and it is no longer

possible to make selections based on the Item field or on the basis of dimensions.

Six additional fields will be displayed – the three grouping fields and their corresponding descriptions. The grouping criteria are displayed when the criteria are printed out.

This concept of grouping allows you to optimize the dashboard layout. Once run, queries will return data that has already been added to the temporary table for the dashboard.

However, it is not possible to carry out price list evaluations as this would require adding the item details to the temporary table, evaluating the price lists, and the subsequent

grouping of the data. This would considerably slow down the process This means that once you select a field of type Grouping, the fields relating to price lists are reinitialized

and are no longer available for selection.

In the case of grouping, fields of type Dimension (size, color, etc.) and the Item field will no longer be made available for selection either.

It is also possible to use a filter and/or grouping by store :

- If no store grouping is active, and one or more stores have been selected, the list of warehouses will be reduced accordingly and statistics will be filtered according to the

stores selected.

- If a store grouping is active, the column corresponding to the grouping can be added to the presentation.

Inventory tab

This tab enables you to select inventory, inventory snapshots and the valuation type. Since priority is given to inventory snapshots, inventory closures are not provided for

selection. It is possible to select the current inventory (access to all fields in the inventory record) and a maximum of two separate inventory snapshots. This allows access to

the following:

- Inventory on the date of the snapshot

- Valuation based on LPP, WAPP, LCP, or WACP

For each of these selections relating to inventory, the Items in stock field allows you to select the following values: Negative inventory, positive inventory or zero stock. The

combination of these selections allows you to select all inventory levels, positive inventory only, negative inventory only, or inventory different from zero.

Warning!

Make sure the combination of selected criteria is coherent.

Example:

If you request positive inventory only for snapshot 1, it will still be possible to view items with zero or negative inventory for snapshot 1 if these items are currently in stock

and you have also requested to view items in stock for the current inventory.

Note that if items are displayed and are not taken from a snapshot, the date is not shown in the Snapshot date field for snapshot 1.

Documents tab

This tab allows you to make three different selections for each document type – sales, internal movements and purchases. This allows you for given type to request:

- Two different types of documents for the same period – for example, supplier orders and deliveries for the month M.

- The same type of document for 2 different periods – for example, deliveries for months M and M-1.

The Quantity field allows you to select the quantity to be taken into account:

- Initial quantity (GL_QTEINIT): Corresponds to the quantities that were entered when the document was first created.

- Quantity billed (GL_QTEFACT): Corresponds to the quantities entered for the last modification.

- Quantity remaining (GL_QTERESTE): Corresponds to the quantities remaining after the document has been converted to the next document type within the business chain.

Example:

This dashboard allows you to display the quantities delivered between two dates (selection no. 1 with GL_QTEFACT) as well as the outstanding order quantity for the same

period (selection no. 2 with GL_QTERESTE).

Note that the “Individual” checkbox allows you to select the sales documents that were saved for private customers (box checked) or for companies (box unchecked). You can

also choose to disregard this criterion (box empty.)

Each document type triggers a movement in a specific direction – entry or exit of merchandise. Because the selections are multi-type selections, merchandise entries are added

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and merchandise exits are subtracted.

Considering documents of type Sales

Considering documents of type Purchases

Considering documents of type Movements

Pricing tab

The selling prices and purchase prices accessible on the dashboards are the prices stored in the item record. You can therefore obtain the selling price by selecting either the

LPP, WAPP, LCP or WACP price from the inventory record.

Two fields from the Pricing tab are also provided on the advanced dashboard to display purchase price lists or sales price lists. It is also possible to display the selling price

inclusive of tax and the purchase price exclusive of tax as retrieved from the price list management function. The price list type (purchase or selling), the price list, and the

price list date can be specified. The settings used for retrieving the price list for an item are as follows:

- Item code

- Price list date

Type

Description

Document direction

Credit note document

+ or -

AVC

Customer credit note

Both

Yes

AVS

Credit on inventory

Output

Yes

BLC

Customer delivery

Output

Customer order

Output

CDI

Available order

Output

Trade command

Output

FAC

Customer invoice

Output

FAF

Financial customer invoice

Output

FFA

Receipt on hold

Output

FFO

Receipt

Output

PRE

Delivery preparation

Output

PRO

Pro-forma invoice

Output

RDI

Customer reservations

Output

Type

Description

Document direction

Credit note document

+ or -

AAF

Request for financial credit

note

Input

Yes

Supplier financial credit

note

Input

Yes

AFF

Supplier invoice notice

Input

AFS

Supplier credit note on

inventory

Input

Yes

ALF

Delivery notice

Input

BFA

Supplier return

Input

Yes

BLF

Supplier receipt

Input

Supplier order

Input

DEF

Purchase order proposal

Input

FCF

Replenishment order

Input

Supplier invoice

Input

FFF

Financial supplier invoice

Input

Type

Description

Document direction

Credit note document

+ or -

DTR

Transfer request

Both

TEM

Sent transfer

Output

TRE

Received transfer

Input

TRV

Transfer notice

Input

EEX

Special inputs

Input

SEX

Special outputs

Output

INV

Inventory discrepancies (1)

Input

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- Selling / purchase price code

The choice of price list is determined by user restrictions applied to price lists.

Warning!

The price lists (if specified as criteria) are evaluated for each of the items returned by the selection. Depending on the number of items returned on the dashboard, processing

time may be longer compared with the current dashboard. Standard price list searches are used, which ensures that the price is always correct, regardless of the price list type

(generic item, dimensioned item, discounted price, etc.) If you generate an advance dashboard grouped by item (item dimension checkboxes not checked), the price list for the

generic item is returned. In terms of dimensions, any deviating price lists are ignored.

Additional Information on Inventory Advanced Dashboard

Data Consistency

A check has been added to verify that all stores linked to a warehouse have the same subsidiary.

Warning!

It is not always a good idea to select multiple document types within the same selection, especially if they follow each other in the business chain.

Example:

For a purchase period in a given month, an initial quantity of 50 is entered on a purchase order. The quantity is then changed to 100, and all 100 items are recorded as

deliveries in the database. These deliveries have not been converted to a supplier invoice yet.

Selecting CF+BLF together with QTEFACT and QTEINIT will return an incoherent result, whereas the selection of QTERESTE corresponds correctly to the 100 units that

were actually ordered and delivered in full. You therefore need to make sure that the requested quantity criteria and document types are consistent.

Coefficient calculation

The calculation of coefficients can only be accessed when the selection is made based on a purchase period by checking the corresponding criterion. The selection of a sales

period is also necessary for the calculation. The following 3 coefficients are available for the 2 selection periods:

- Coeff. Sales qty purchase: Sales/purchase period quantity

- Coeff. Stock qty purchase: Physical inventory/purchase period quantity

- Coeff. Purchase/sale valuation : (Purchase period qty X Purchase period amount tax excluded)/(Sales period qty X Sales period amount, tax included)

Dashboard generation time

Each time you make an inventory or document selection, two queries are triggered:

- An INSERT query for inserting records that have not yet been added to the temporary table.

- An UPDATE query for updating records that are already included in the table.

The time required to generate the dashboard is therefore dependent on the number of selections made.

These requests are run each time a change is made to the selection criteria, and the specific fields for the selected criteria are made available on the dashboard. However, if

you choose to display new fields on the dashboard, the requests are not run again since the temporary table has already been generated.

We therefore recommend limiting the period of time corresponding to the first selection. You can then work on the display format, save it, and then run the final process for a

longer period of time.

An intermediary screen allows you to track the progress of the individual steps in the process.

Inventory Advanced Dashboard - List of Fields

The list of fields available for the dashboard layout changes according to the selection criteria.

Documents tab

Fields with the following suffixes appear in the Documents tab:

- A1 or purchase 1: concerns purchase documents selection 1

Selection

QTEINIT

QTEFACT

QTERESTE

100

BLF

100

CF+BLF

150

200

100

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- A2 or purchase 2: concerns purchase documents selection 2

- V1 or sales 1: concerns selection 1 for sales documents

- V2 or sales 2: concerns selection 2 for sales documents

- M1 or mvt 1: concerns selection 1 for internal movement documents

- M2 or mvt 2: concerns selection 2 for internal movement documents

Inventory tab

Fields with the following suffixes appear in the Inventory tab:

-|1 or snapshot 1: concerns the selection of inventory snapshot 1

- I1 or snapshot 2: concerns the selection of inventory snapshot 1

- ST or undefined suffix: concerns the selection of current inventory

Currency management

This dashboard also integrates elements from the multi-currency reporting function. It is therefore possible to query valuation fields expressed in the same currency, referred

to as the conversion currency. The fields available on the dashboard display can be identified as follows:

- Fields with a CON suffix are valued in the requested conversion currency.

- Fields with an ETAB or ETA suffix are valued in the currency of the relevant store.

- Fields with an FIL suffix (subsidiary) are valued in the currency of the relevant affiliated store . By default, they are expressed in the currency of the folder.

- Fields with a DOS suffix are valued in the currency of the folder.

Depending on the options checked in the various tabs, click here to view the available fields.

Inventory Advanced Dashboard - Available Fields

Note that when grouping, the GA_XXX and GA2_XXX fields are not available.

Description

Field name

Comments

Item

MZS_ARTICLE

In the case of grouping, this field is not available. Otherwise, it corresponds to

the item code (e.g. C19331), provided you have not selected a dimension. If

you have selected a dimension, it displays as the item ID (e.g. C19331 001002

X) otherwise.

Warehouse

MZS_DEPOT

Warehouse

Inventory

MZS_PHYSIQUE

Inventory total: Physical

Front Office sales

MZS_VENTEFFO

Inventory total: Front Office Sales

Customer invoiced

MZS_FACTURECLI

Inventory total: Customer Invoiced

Delivered to customer

MZS_LIVRECLIENT

Inventory total: Customer delivered

Available for customer

MZS_DISPOCLI

Inventory total: Customer availability

Delivery preparation

MZS_PREPACLI

Inventory total: Delivery preparation

ORLI preparation

MZS_PREPAORLI

Inventory total: ORLI preparation

Customer ordered

MZS_RESERVECLI

Inventory total: Customer ordered

Credit on inventory

MZS_AVOIRSTOCK

Inventory total: Credit on stock

Supplier invoiced

MZS_FACTUREFOU

Inventory total: Supplier Invoiced

Supplier delivered

MZS_LIVREFOU

Inventory total: Supplier delivered

Ordered from supplier

MZS_RESERVEFOU

Inventory total: Ordered from supplier

Supplier credit note on inventory

MZS_AVOIRFOUSTOCK

Inventory total: Supplier credit on stock

Supplier return

MZS_RETOURFOURN

Inventory total: Supplier return

Inventory transfer

MZS_TRANSFERT

Inventory total: inventory transfer

Input/output

MZS_ENTREESORTIES

Inventory total: Inputs/Outputs

Inventory discrepancy

MZS_ECARTINV

Inventory total: Inventory discrepancy

Quantity 1 - inventory

MZS_QTE1

Quantity 1 – inventory (GQ_QTE1)

Quantity 2 - inventory

MZS_QTE2

Quantity 2 – inventory (GQ_QTE2)

Sold

MZS_VENDU

Calculated field =

GQ_VENTEFFO+GQ_FACTURECLI+GQ_LIVRECLIENT

Net inventory

MZS_STOCKNET

Calculated field = GQ_PHYSIQUE+GQ_RESERVEFOU -

GQ_RESERVECLI - GQ_DISPOCLI - GQ_PREPACLI

Store currency LPP

MZS_DPAETAST

Calculated field = Sum(GQ_DPA*GQ_PHYSIQUE)/Sum(GQ_PHYSIQUE)

Store currency LCP

MZS_DPRETAST

Calculated field = Sum(GQ_DPR*GQ_PHYSIQUE)/Sum(GQ_PHYSIQUE)

Store currency WAPP

MZS_PMAPETAST

Calculated field = Sum(GQ_PMAP*GQ_PHYSIQUE)/Sum(GQ_PHYSIQUE)

Store currency WACP

MZS_PMRPETAST

Calculated field = Sum(GQ_PMRP*GQ_PHYSIQUE)/Sum(GQ_PHYSIQUE)

Inventory valued at store currency LPP

MZS_STODPAETAST

Calculated field = Sum(GQ_DPA*GQ_PHYSIQUE)

Inventory valued at store currency LCP

MZS_STODPRETAST

Calculated field = Sum(GQ_DPR*GQ_PHYSIQUE)

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Inventory valued at store currency

WAPP

MZS_STOPMAPETAST

Calculated field = Sum(GQ_PMAP*GQ_PHYSIQUE)

Inventory valued at store currency

WACP

MZS_STOPMRPETAST

Calculated field = Sum(GQ_PMRP*GQ_PHYSIQUE)

Net inventory valued at store currency

LCP

MZS_NETDPRST

Calculated field = Sum(GQ_DPA * (GQ_PHYSIQUE + GQ_RESERVEFOU

- GQ_RESERVECLI - GQ_DISPOCLI - GQ_PREPACLI))

Net inventory valued at store currency

LPP

MZS_NETDPAST

Calculated field = Sum(GQ_DPR * (GQ_PHYSIQUE + GQ_RESERVEFOU

- GQ_RESERVECLI - GQ_DISPOCLI - GQ_PREPACLI))

Net inventory valued at store currency

WAPP

MZS_NETPMAPST

Calculated field = Sum(GQ_PMAP * (GQ_PHYSIQUE +

GQ_RESERVEFOU - GQ_RESERVECLI - GQ_DISPOCLI -

GQ_PREPACLI))

Net inventory valued at store currency

WACP

MZS_NETPMRPST

Calculated field = Sum(GQ_PMRP * (GQ_PHYSIQUE +

GQ_RESERVEFOU - GQ_RESERVECLI - GQ_DISPOCLI -

GQ_PREPACLI))

Selected currency rate - inventory

MZS_COTATIONCONST

A search is carried out for the conversion rate between the store currency and

the currency entered in the “Currencies” tab based on the selected stock

exchange.

The date of the rate that is taken into account is either the current date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Folder currency rate - inventory

MZS_COTATIONDOSST

A search is carried out for the conversion rate between the folder currency and

the currency entered in the “Currencies” tab based on the selected stock

exchange.

The date of the rate that is taken into account is either the current date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Subsidiary currency rate - inventory

MZS_COTATIONFILST

A search is carried out for the conversion rate between the subsidiary currency

and the currency entered in the “Currencies” tab based on the selected stock

exchange.

The date of the rate that is taken into account is either the current date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Received valued at LPP - Store

currency

DPAETAST_RECU_FOURN

Calculated field = MZS_LIVREFOU * MZS_DPAETAST. Total calculated in

case of grouping.

Transfer valued at LPP - Store currency

DPAETAST_TRANSFERE

Calculated field = MZS_TRANSFERT * MZS_DPAETAST. Total calculated

in case of grouping.

Inputs/outputs valued at LPP - Store

currency

DPAETAST_ENTREESORTIE

Calculated field = MZS_ENTREESORTIES * MZS_DPAETAST. Total

calculated in case of grouping.

Inventory valued at store currency LPP

DPAETAST_STOCK

Calculated field = MZS_PHYSIQUE * MZS_DPAETAST. Total calculated in

case of grouping.

Ordered by customer valued at LPP -

Store currency

DPAETAST_RESA_CLIENT

Calculated field = MZS_RESERVECLI * MZS_DPAETAST. Total calculated

in case of grouping.

Available for customer valued at LPP -

Store currency

DPAETAST_DISPO_CLIENT

Calculated field = MZS_DISPOCLI * MZS_DPAETAST. Total calculated in

case of grouping.

Ordered by supplier valued at LPP -

Store currency

DPAETAST_CDE_FOURN

Calculated field = MZS_RESERVEFOU * MZS_DPAETAST Total

calculated in case of grouping.

Delivery preparation valued at LPP -

Store currency

DPAETAST_PREPA_CLIENT

Calculated field = MZS_PREPACLI * MZS_DPAETAST. Total calculated in

case of grouping.

ORLI preparation valued at LPP - Store

currency

DPAETAST_PREPA_ORLI

Calculated field = MZS_PREPAORLI * MZS_DPAETAST. Total calculated

in case of grouping.

Supplier credit note on inventory valued

at LPP - Store currency

DPAETAST_AVOIRFOURNSTOCK

Calculated field = MZS_AVOIRFOUSTOCK * MZS_DPAETAST. Total

calculated in case of grouping.

Credit on inventory LPP valuation -

Store currency

DPAETAST_AVOIRSTOCK

Calculated field = MZS_AVOIRSTOCK * MZS_DPAETAST. Total

calculated in case of grouping.

Inventory discrepancy valued at LPP -

Store currency

DPAETAST_ECARTINV

Calculated field = MZS_ECARTINV * MZS_DPAETAST. Total calculated in

case of grouping.

Invoiced to customer valued at LPP -

Store currency

DPAETAST_FACTURECLI

Calculated field = MZS_FACTURECLI * MZS_DPAETAST. Total

calculated in case of grouping.

Invoiced by supplier valued at LPP -

Store currency

DPAETAST_FACTUREFOU

Calculated field = MZS_FACTUREFOU * MZS_DPAETAST. Total

calculated in case of grouping.

Supplier return valued at LPP - Store

currency

DPAETAST_RETOURFOURN

Calculated field = MZS_RETOURFOURN * MZS_DPAETAST. Total

calculated in case of grouping.

Delivered to customer valued at LPP -

Store currency

DPAETAST_LIVRECLIENT

Calculated field = MZS_LIVRECLIENT * MZS_DPAETAST. Total

calculated in case of grouping.

Front Office sales valued at LPP - Store

currency

DPAETAST_VENTEFFO

Calculated field = MZS_VENTEFFO * MZS_DPAETAST. Total calculated

in case of grouping.

Quantity 1 inventory valued at LPP -

Store currency

DPAETAST_QTE1

Calculated field = MZS_QTE1 * MZS_DPAETAST. Total calculated in case

of grouping.

Quantity 2 inventory valued at LPP -

Store currency

DPAETAST_QTE2

Calculated field = MZS_QTE2 * MZS_DPAETAST. Total calculated in case

of grouping.

Sold valued at LPP - Store currency

DPAETAST_VENDU

Calculated field = (MZS_LIVRECLIENT + MZS_VENTEFFO) *

MZS_DPAETAST. Total calculated in case of grouping.

Net inventory valued at store currency

LPP

DPAETAST_STOCK_NET

Calculated field = (MZS_PHYSIQUE + MZS_RESERVEFOU –

MZS_RESERVECLI – MZS_DISPOCLI – MZS_PREPACLI) *

MZS_DPAETAST. Total calculated in case of grouping.

Inventory valued at LPP - Converted

DPA_PHYSIQUECON

Calculated field = MZS_PHYSIQUE * MZS_DPAETAST *

MZS_COTATIONCONST. Total calculated in case of grouping.

Received valued at LCP - Store

currency

DPRETAST_RECU_FOURN

Calculated field = MZS_LIVREFOU * MZS_DPRETAST. Total calculated in

case of grouping.

Transfer valued at LCP - Store currency

DPRETAST_TRANSFERE

Calculated field = MZS_TRANSFERT * MZS_DPRETAST. Total calculated

in case of grouping.

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Inputs/outputs valued at LPP - Store

currency

DPRETAST_ENTREESORTIE

Calculated field = MZS_ENTREESORTIES * MZS_DPRETAST. Total

calculated in case of grouping.

Inventory valued at store currency LCP

DPRETAST_STOCK

Calculated field = MZS_PHYSIQUE * MZS_DPRETAST. Total calculated in

case of grouping.

Ordered by customer valued at LCP -

Store currency

DPRETAST_RESA_CLIENT

Calculated field = MZS_RESERVECLI * MZS_DPAETAST. Total calculated

in case of grouping.

Available for customer valued at LCP -

Store currency

DPRETAST_DISPO_CLIENT

Calculated field = MZS_DISPOCLI * MZS_DPRETAST. Total calculated in

case of grouping.

Ordered from supplier valued at LCP -

Store currency

DPRETAST_CDE_FOURN

Calculated field = MZS_RESERVECLI * MZS_DPRETAST. Total calculated

in case of grouping.

Delivery preparation valued at LCP -

Store currency

DPRETAST_PREPA_CLIENT

Calculated field = MZS_PREPACLI * MZS_DPRETAST. Total calculated in

case of grouping.

ORLI preparation valued at LCP - Store

currency

DPRETAST_PREPA_ORLI

Calculated field = MZS_PREPAORLI * MZS_DPRETAST. Total calculated

in case of grouping.

Supplier credit note on inventory valued

at LCP - Store currency

DPRETAST_AVOIRFOURNSTOCK

Calculated field = MZS_AVOIRFOUSTOCK * MZS_DPRETAST. Total

calculated in case of grouping.

Credit on inventory LCP valuation -

Store currency

DPRETAST_AVOIRSTOCK

Calculated field = MZS_AVOIRSTOCK * MZS_DPRETAST. Total

calculated in case of grouping.

Inventory discrepancy valued at LCP -

Store currency

DPRETAST_ECARTINV

Calculated field = MZS_ECARTINV * MZS_DPRETAST. Total calculated in

case of grouping.

Invoiced to customer valued at LCP -

Store currency

DPRETAST_FACTURECLI

Calculated field = MZS_FACTURECLI * MZS_DPRETAST. Total calculated

in case of grouping.

Invoiced by supplier valued at LCP -

Store currency

DPRETAST_FACTUREFOU

Calculated field = MZS_FACTUREFOU* MZS_DPRETAST. Total

calculated in case of grouping.

Supplier return valued at LCP - Store

currency

DPRETAST_RETOURFOURN

Calculated field = MZS_RETOURFOURN * MZS_DPRETAST. Total

calculated in case of grouping.

Delivered to customer valued at LCP -

Store currency

DPRETAST_LIVRECLIENT

Calculated field = MZS_LIVRECLIENT * MZS_DPRETAST. Total

calculated in case of grouping.

Front Office sales valued at LCP - Store

currency

DPRETAST_VENTEFFO

Calculated field = MZS_VENTEFFO * MZS_DPRETAST. Total calculated in

case of grouping.

Quantity 1 inventory valued at LCP -

Store currency

DPRETAST_QTE1

Calculated field = MZS_QTE1 * MZS_DPRETAST. Total calculated in case

of grouping.

Quantity 2 inventory valued at LCP -

Store currency

DPRETAST_QTE2

Calculated field = MZS_QTE2 * MZS_DPRETAST. Total calculated in case

of grouping.

Sold valued at LCP - Store currency

DPRETAST_VENDU

Calculated field = (MZS_LIVRECLIENT + MZS_VENTEFFO) *

MZS_DPRETAST. Total calculated in case of grouping.

Net inventory valued at store currency

LCP

DPRETAST_STOCK_NET

Calculated field = (MZS_PHYSIQUE + MZS_RESERVEFOU –

MZS_RESERVECLI – MZS_DISPOCLI – MZS_PREPACLI) *

MZS_DPRETAST. Total calculated in case of grouping.

Inventory valued at LCP - Converted

DPR_PHYSIQUECON

Calculated field = MZS_PHYSIQUE * MZS_DPRETAST *

MZS_COTATIONCONST. Total calculated in case of grouping.

Received valued at WAPP - Store

currency

PMAPETAST_RECU_FOURN

Calculated field = MZS_LIVREFOU * MZS_DPRETAST. Total calculated in

case of grouping.

Transfer valued at WAPP - Store

currency

PMAPETAST_TRANSFERE

Calculated field = MZS_TRANSFERT * MZS_DPSAETAST. Total

calculated in case of grouping.

Inputs/outputs valued at WAPP - Store

currency

PMAPETAST_ENTREESORTIE

Calculated field = MZS_ENTREESORTIES * MZS_PMAPETAST. Total

calculated in case of grouping.

Inventory valued at store currency

WAPP

PMAPETAST_STOCK

Calculated field = MZS_PHYSIQUE * MZS_PMAPETAST. Total calculated

in case of grouping.

Ordered by customer valued at WAPP -

Store currency

PMAPETAST_RESA_CLIENT

Calculated field = MZS_RESERVECLI * MZS_PMAPETAST. Total

calculated in case of grouping.

Available for customer valued at WAPP

- Store currency

PMAPETAST_DISPO_CLIENT

Calculated field = MZS_DISPOCLI * MZS_PMAPETAST. Total calculated

in case of grouping.

Ordered by supplier valued at WAPP -

Store currency

PMAPETAST_CDE_FOURN

Calculated field = MZS_RESERVEFOU * MZS_PMAPETAST. Total

calculated in case of grouping.

Delivery preparation valued at WAPP –

Store currency

PMAPETAST_PREPA_CLIENT

Calculated field = MZS_PREPACLI * MZS_PMAPETAST. Total calculated

in case of grouping.

ORLI preparation valued at Store

currency WAPP - Store currency

PMAPETAST_PREPA_ORLI

Calculated field = MZS_PREPAORLI * MZS_PMAPETAST. Total

calculated in case of grouping.

Supplier credit note on inventory valued

at WAPP - Store currency

PMAPETAST_AVOIRFOURNSTOCK

Calculated field = MZS_AVOIRFOUSTOCK * MZS_PMAPETAST. Total

calculated in case of grouping.

Credit on inventory valued at WAPP -

Store currency

PMAPETAST_AVOIRSTOCK

Calculated field = MZS_AVOIRSTOCK * MZS_PMAPETAST. Total

calculated in case of grouping.

Inventory discrepancy valued at WAPP

- Store currency

PMAPETAST_ECARTINV

Calculated field = MZS_TRANSFERT * MZS_PMAPETAST. Total

calculated in case of grouping.

Invoiced to customer valued at WAPP -

Store currency

PMAPETAST_FACTURECLI

Calculated field = MZS_FACTURECLI * MZS_PMAPETAST. Total

calculated in case of grouping.

Invoiced by supplier valued at WAPP -

Store currency

PMAPETAST_FACTUREFOU

Calculated field = MZS_FACTUREFOU* MZS_PMAPETAST. Total

calculated in case of grouping.

Supplier return valued at WAPP - Store

currency

PMAPETAST_RETOURFOURN

Calculated field = MZS_RETOURFOURN * MZS_PMAPETAST. Total

calculated in case of grouping.

Delivered to customer valued at WAPP

- Store currency

PMAPETAST_LIVRECLIENT

Calculated field = MZS_LIVRECLIENT * MZS_PMAPETAST. Total

calculated in case of grouping.

Front Office sales valued at WAPP -

Store currency

PMAPETAST_VENTEFFO

Calculated field = MZS_VENTEFFO * MZS_PMAPETAST. Total calculated

in case of grouping.

Quantity 1 inventory valued at WAPP -

Store currency

PMAPETAST_QTE1

Calculated field = MZS_QTE1 * MZS_PMAPETAST. Total calculated in

case of grouping.

Quantity 2 inventory valued at WAPP -

Store currency

PMAPETAST_QTE2

Calculated field = MZS_QTE2 * MZS_PMAPETAST. Total calculated in

case of grouping.

Sold valued at WAPP - Store currency

PMAPETAST_VENDU

Calculated field = (MZS_LIVRECLIENT + MZS_VENTEFFO) *

MZS_PMAPETAST. Total calculated in case of grouping.

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Net inventory valued at store currency

WAPP

PMAPETAST_STOCK_NET

Calculated field = (MZS_PHYSIQUE + MZS_RESERVEFOU –

MZS_RESERVECLI – MZS_DISPOCLI – MZS_PREPACLI) *

MZS_PMAPETAST. Total calculated in case of grouping.

Inventory valued at WAPP - Converted

PMAP_PHYSIQUECON

Calculated field = MZS_PHYSIQUE * MZS_PMAPETAST *

MZS_COTATIONCONST. Total calculated in case of grouping.

Received valued at WACP - Store

currency

PMRPETAST_RECU_FOURN

Calculated field = MZS_LIVREFOU * MZS_PMRPETAST. Total calculated

in case of grouping.

Transfer valued at WACP - Store

currency

PMRPETAST_TRANSFERE

Calculated field = MZS_TRANSFERT * MZS_PMRPETAST. Total

calculated in case of grouping.

Input/output valued at WACP - Store

currency

PMRPETAST_ENTREESORTIE

Calculated field = MZS_ENTREESORTIES * MZS_PMPPETAST. Total

calculated in case of grouping.

Inventory valued at store currency

WACP

PMRPETAST_STOCK

Calculated field = MZS_PHYSIQUE * MZS_PMRPETAST. Total calculated

in case of grouping.

Ordered by customer valued at WACP -

Store currency

PMRPETAST_RESA_CLIENT

Calculated field = MZS_RESERVECLI * MZS_PMRPETAST. Total

calculated in case of grouping.

Available for customer valued at

WACP - Store currency

PMRPETAST_DISPO_CLIENT

Calculated field = MZS_DISPOCLI * MZS_PMRPETAST. Total calculated

in case of grouping.

Supplier ordered valued at WACP -

Store currency

PMRPETAST_CDE_FOURN

Calculated field = MZS_RESERVEFOU * MZS_PMRPETAST. Total

calculated in case of grouping.

Delivery preparation valued at WACP -

Store currency

PMRPETAST_PREPA_CLIENT

Calculated field = MZS_PREPACLI * MZS_PMRPETAST. Total calculated

in case of grouping.

ORLI preparation valued at WACP -

Store currency

PMRPETAST_PREPA_ORLI

Calculated field = MZS_PREPAORLI * MZS_PMRPETAST. Total calculated

in case of grouping.

Supplier credit note on inventory valued

at WACP - Store currency

PMRPETAST_AVOIRFOURNSTOCK

Calculated field = MZS_AVOIRFOUSTOCK * MZS_PMRPETAST. Total

calculated in case of grouping.

Credit on inventory values at WACP -

Store currency

PMRPETAST_AVOIRSTOCK

Calculated field = MZS_AVOIRSTOCK * MZS_PMRPETAST. Total

calculated in case of grouping.

Inventory discrepancy valued at WACP

- Store currency

PMRPETAST_ECARTINV

Calculated field = MZS_ECARTINV * MZS_PMRPETAST. Total calculated

in case of grouping.

Invoiced to customer valued at WACP -

Store currency

PMRPETAST_FACTURECLI

Calculated field = MZS_FACTURECLI * MZS_PMRPETAST. Total

calculated in case of grouping.

Invoiced by supplier valued at WACP -

Store currency

PMRPETAST_FACTUREFOU

Calculated field = MZS_FACTUREFOU * MZS_PMRPETAST. Total

calculated in case of grouping.

Supplier return valued at WACP - Store

currency

PMRPETAST_RETOURFOURN

Calculated field = MZS_RETOURFOURN * MZS_PMRPETAST. Total

calculated in case of grouping.

Delivered to customer valued at WACP

- Store currency

PMRPETAST_LIVRECLIENT

Calculated field = MZS_LIVRECLIENT * MZS_PMRPETAST. Total

calculated in case of grouping.

Front Office sales valued at WACP -

Store currency

PMRPETAST_VENTEFFO

Calculated field = MZS_VENTEFFO * MZS_PMRPETAST. Total calculated

in case of grouping.

Quantity 1 inventory valued at WACP -

Store currency

PMRPETAST_QTE1

Calculated field = MZS_QTE1 * MZS_PMRPETAST. Total calculated in case

of grouping.

Quantity 2 inventory valued at WACP -

Store currency

PMRPETAST_QTE2

Calculated field = MZS_QTE2 * MZS_PMRPETAST. Total calculated in case

of grouping.

Sold valued at WACP - Store currency

PMRPETAST_VENDU

Calculated field = (MZS_LIVRECLIENT + MZS_VENTEFFO) *

MZS_PMRPETAST. Total calculated in case of grouping.

Net inventory valued at store currency

WACP

PMRPETAST_STOCK_NET

Calculated field = (MZS_PHYSIQUE + MZS_RESERVEFOU –

MZS_RESERVECLI – MZS_DISPOCLI – MZS_PREPACLI) *

MZS_PMRPETAST. Total calculated in case of grouping.

Inventory valued at WACP - Converted

PMRP_PHYSIQUECON

Calculated field = MZS_PHYSIQUE * MZS_PMRPETAST *

MZS_COTATIONCONST. Total calculated in case of grouping.

Price list selection 1

MZS_TARIF1

Price list found for selection 1. In the case of grouping, this field is not

available.

Selected currency rate - price list 1

MZS_COTATIONCONT1

A search is carried out for the conversion rate between the price list currency

and the currency entered in the “Currencies” tab based on the selected stock

exchange.

The date of the rate that is taken into account is either the date entered on the

“Price lists” tab (if the “Fixed date of rate” field has not been checked), or on

the “Currencies” tab.

Subsidiary currency rate -price list 1

MZS_COTATIONFILT1

A search is carried out for the conversion rate between the subsidiary currency

and the currency entered in the “Currencies” tab based on the selected stock

exchange.

The date of the rate that is taken into account is either the date entered on the

“Price lists” tab (if the “Fixed date of rate” field has not been checked), or on

the “Currencies” tab.

Folder currency rate - price list 1

MZS_COTATIONDOST1

A search is carried out for the conversion rate between the folder currency and

the currency entered in the “Currencies” tab based on the selected stock

exchange.

The date of the rate that is taken into account is either the date entered on the

“Price lists” tab (if the “Fixed date of rate” field has not been checked), or on

the “Currencies” tab.

Inv. valuation of selected price list 1

PHYSIQUE_TAR1

Calculated field = MZS_PHYSIQUE * MZS_TARIF1. In the case of

grouping, this field is not available.

Inv. valuation of selected price list 1 -

Converted

PHYSIQUE_TAR_CON1

Calculated field = MZS_PHYSIQUE * MZS_TARIF1 *

MZS_COTATIONCONT1. In the case of grouping, this field is not available.

Inv. valuation of selected price list 1 -

Subsidiary currency

PHYSIQUE_TAR_FIL1

Calculated field = MZS_PHYSIQUE * MZS_TARIF1 *

MZS_COTATIONFILT1. In the case of grouping, this field is not available.

Inv. valuation of selected price list 1 -

Store currency

PHYSIQUE_TAR_DOS1

Calculated field = MZS_PHYSIQUE * MZS_TARIF1 *

MZS_COTATIONDOST1. In the case of grouping, this field is not available.

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Price list selection 2

MZS_TARIF2

Price list found for selection 2. In the case of grouping, this field is not

available.

Selected currency rate - price list 2

MZS_COTATIONCONT2

A search is carried out for the conversion rate between the price list currency

and the currency entered in the “Currencies” tab based on the selected stock

exchange.

The date of the rate that is taken into account is either the date entered on the

“Price lists” tab (if the “Fixed date of rate” field has not been checked), or on

the “Currencies” tab.

Subsidiary currency rate -price list 2

MZS_COTATIONFILT2

A search is carried out for the conversion rate between the subsidiary currency

and the currency entered in the “Currencies” tab based on the selected stock

exchange.

The date of the rate that is taken into account is either the date entered on the

“Price lists” tab (if the “Fixed date of rate” field has not been checked), or on

the “Currencies” tab.

Folder currency rate - price list 2

MZS_COTATIONDOST2

A search is carried out for the conversion rate between the folder currency and

the currency entered in the “Currencies” tab based on the selected stock

exchange.

The date of the rate that is taken into account is either the date entered on the

“Price lists” tab (if the “Fixed date of rate” field has not been checked), or on

the “Currencies” tab.

Inv. valuation of selected price list 1 2

PHYSIQUE_TAR2

Calculated field = MZS_PHYSIQUE * MZS_TARIF2. In the case of

grouping, this field is not available.

Inv. valuation of selected price list 1 2 -

Converted

PHYSIQUE_TAR_CON2

Calculated field = MZS_PHYSIQUE * MZS_TARIF2 *

MZS_COTATIONCONT2. In the case of grouping, this field is not available.

Inv. valuation of selected price list 2 -

Subsidiary currency

PHYSIQUE_TAR_FIL2

Calculated field = MZS_PHYSIQUE * MZS_TARIF2 *

MZS_COTATIONFILT2. In the case of grouping, this field is not available.

Inv. valuation of selected price list 2 -

Store currency

PHYSIQUE_TAR_DOS2

Calculated field = MZS_PHYSIQUE * MZS_TARIF2 *

MZS_COTATIONDOST2. In the case of grouping, this field is not available.

Location

MZS_EMPLACEMENT

Location. In the case of grouping, this field is not available.

Warehouse type

GDE_TYPEDEPOT

Warehouse type

Item Code

GA_CODEARTICLE

Item code (e.g. C19331)

Item type

GA_TYPEARTICLE

Item type (MAR, FI, etc.)

Closed item

GA_FERME

Closed item

Item main supplier

GA_FOURNPRINC

Item supplier

Sales division

GA_DOMAINE

Sales division

Collection

GA_COLLECTION

Item collection

Basic collection

GA2_COLLECTIONBAS

Basic collection for the item

Item categories - level 1 to 8

GA_FAMILLENIV1 à 3 et

GA2_FAMILLENIV4 à 8

Item categories

User-defined tables - item 1 to 10

GA_LIBREART1 à A et

GA2_LIBREARTB à F

User-defined tables - item

User-defined dates - item 1 to 3

GA_DATELIBRE1 à 3

User-defined dates - item

User-defined amounts - item 1 to 3

GA_VALLIBRE1 à 3

User-defined amounts – item

User-defined decisions - item 1 to 15

GA_BOOLLIBRE1 à 3 et

GA2_BOOLLIBRE4 à F

Item user-defined decisions

User-defined texts - item 1 to 3

GA_CHARLIBRE1 à 3

User-defined texts - item

Additional designation item

GA_DESIGNATION1

Additional item description

Item purchase price - Tax excl.

GA_PAHT

Item purchase price - Tax excl.

Item cost price - Tax excl.

GA_PRHT

Item cost price - Tax excl.

Trading price - Tax excl.

GA_PVHT

Item sales price - Tax excl.

Retail price - Tax incl.

GA_PVTTC

Item sales price - Tax incl.

Size_Row1

TAILLE_RANG1

Row of dimension 1 In the case of grouping, this field is not available.

Size

TAILLE

Dimension description In the case of grouping, this field is not available.

Dimension grid 1

GA_GRILLEDIM1

Dimension grid 1

Size_DimORLI1

TAILLE_DIMORLI1

ORLI dimension In the case of grouping, this field is not available.

Color_Row2

COULEUR_RANG2

Row of dimension 2 In the case of grouping, this field is not available.

Color

COULEUR

Dimension description In the case of grouping, this field is not available.

Dimension grid 2

GA_GRILLEDIM2

Dimension grid 2

Color_DimORLI2

COULEUR_DIMORLI2

ORLI dimension In the case of grouping, this field is not available.

Length_Row3

LONGUEUR_RANG3

Row of dimension 3 In the case of grouping, this field is not available.

Length

LONGUEUR

Dimension description In the case of grouping, this field is not available.

Dimension grid 3

GA_GRILLEDIM3

Dimension grid 3

Length_ DimORLI3

LONGUEUR_DIMORLI3

ORLI dimension In the case of grouping, this field is not available.

Cup_Row4

BONNET_RANG4

Row of dimension 4 In the case of grouping, this field is not available.

Cup

BONNET

Dimension description In the case of grouping, this field is not available.

Dimension grid 4

GA_GRILLEDIM4

Dimension grid 4

Cup_DimORLI4

BONNET_DIMORLI4

ORLI dimension In the case of grouping, this field is not available.

Raw Material_Row5

MATIERE_RANG5

Row of dimension 5 In the case of grouping, this field is not available.

Raw Material

MATIERE

Dimension description In the case of grouping, this field is not available.

Dimension grid 5

GA_GRILLEDIM5

Dimension grid 5

Raw Material_DimORLI5

MATIERE_DIMORLI5

ORLI dimension In the case of grouping, this field is not available.

Sales quantity 1

MZS_QTEPIECEV1

On the “Documents” tab, depending on value of “quantity” field, Sum

(GL_QTEFACT), Sum(GL_QTEINIT), Sum(GL_QTERESTE) applies for

sales documents.

A search is carried out for the conversion rate between the currency of the

folder and the currency entered on the “Currencies” tab, based the selected

stock exchange.

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Selected currency rate - sale 1

MZS_COTATIONCONV1

The date of the rate that is taken into account is either today’s date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Store currency tax excl. valuation - sale

MZS_MTHTETAV1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHT) applies;

otherwise calculation is as follows: Sum

(GL_TOTALHT/GL_QTEFACT*GL_QTERESTE) or Sum

(GL_TOTALHT/GL_QTEFACT*GL_QTEINIT) sales documents

Subsidiary currency tax excl. valuation -

sale 1

MZS_MTHTFILV1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *

GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONFIL) or Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT * GL_COTATIONFIL)

for sales documents.

Folder currency tax excl. valuation -

sale 1

MZS_MTHTDOSV1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *

GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONDOS) or Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONDOS) for sales documents.

Store currency tax incl. valuation - sale

MZS_MTTTCETAV1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHT) applies;

otherwise calculation is as follows: Sum

(GL_TOTALTTC/GL_QTEFACT*GL_QTERESTE) or Sum

(GL_TOTALTTC/GL_QTEFACT*GL_QTEINIT) for sales documents

Subsidiary currency tax incl. valuation -

sale 1

MZS_MTTTCFILV1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *

GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONFIL) or Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONFIL) for sales documents.

Folder currency tax incl. valuation - sale

MZS_MTTTCDOSV1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *

GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONDOS) or Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONDOS) for sales documents.

Tax excl. valuation - Converted - Sales

period 1

MZS_MTHTCONV1

Calculated field = MZS_MTHTETAV1 * MZS_COTATIONCONV1. Total

calculated in case of grouping.

Tax incl. valuation - Converted - Sales

period 1

MZS_MTTTCCONV1

Calculated field = MZS_MTTTCETAV1 * MZS_COTATIONCONV1. Total

calculated in case of grouping.

Store currency LPP valuation - sale 1

MZS_MTDPAETAV1

Depending on value of “Quantity” field, the calculation is as follows: Sum

(GL_QTEFACT * GL_DPA), Sum(GL_QTERESTE * GL_DPA) or Sum

(GL_QTEINIT * GL_DPA) for sales documents.

Subsidiary currency LPP valuation -

sale 1

MZS_MTDPAFILV1

Depending on value of “Quantity” field, the calculation is as follows:

Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTERESTE * (GL_DPA/GL_COTATION) *

GL_COTATIONFIL)

Folder currency LPP valuation - sale 1

MZS_MTDPADOSV1

Depending on value of “Quantity” field, the calculation is as follows:

Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONDOS)

or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTERESTE *

(GL_DPA/GL_COTATION) * GL_COTATIONDOS)

Valuation at LPP - Converted - Sales

period 1

MZS_MTDPACONV1

Calculated field = MZS_MTDPAETAV1 * MZS_COTATIONCONV1. Total

calculated in case of grouping.

Store currency LCP valuation - sale 1

MZS_MTDPRETAV1

Depending on value of “Quantity” field, the calculation is as follows: Sum

(GL_QTEFACT * GL_DPR), Sum(GL_QTERESTE * GL_DPR) or Sum

(GL_QTEINIT * GL_DPR) for sales documents

Subsidiary currency LCP valuation -

sale 1

MZS_MTDPRFILV1

Depending on value of “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTERESTE * (GL_DPR/GL_COTATION) *

GL_COTATIONFIL) for sales documents

Folder currency LCP valuation - sale 1

MZS_MTDPRDOSV1

Depending on value of “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONDOS)

or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTERESTE *

(GL_DPR/GL_COTATION) * GL_COTATIONDOS) for sales documents

Valuation at LCP - Converted - Sales

period 1

MZS_MTDPRCONV1

Calculated field = MZS_MTDPRETAV1 * MZS_COTATIONCONV1. Total

calculated in case of grouping.

Store currency WAPP valuation - sale 1

MZS_MTPMAPETAV1

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_PMAP), Sum(GL_QTERESTE * GL_PMAP) or Sum

(GL_QTEINIT * GL_PMAP) for sales documents

Subsidiary currency WAPP valuation -

sale 1

MZS_MTPMAPFILV1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)

* GL_COTATIONFIL) or Sum(GL_QTERESTE *

(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for sales documents

Depending on the value of the “Quantity” field, calculation is as follows:

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Folder currency WAPP valuation - sale

MZS_MTPMAPDOSV1

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTEINIT *

(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) or Sum

(GL_QTERESTE * (GL_PMAP/GL_COTATION) * GL_COTATIONDOS)

for sales documents

Valuation at WAPP - Converted - Sales

period 1

MZS_MTPMAPCONV1

Calculated field = MZS_MTPMAPETAV1 * MZS_COTATIONCONV1.

Total calculated in case of grouping.

Store currency WACP valuation - sale 1

MZS_MTPMRPETAV1

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_PMRP), Sum(GL_QTERESTE * GL_PMRP) or Sum

(GL_QTEINIT * GL_PMRP) for sales documents.

Subsidiary currency WACP valuation -

sale 2

MZS_MTPMRPFILV1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)

* GL_COTATIONFIL) or Sum(GL_QTERESTE *

(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for sales documents

Folder currency WACP valuation - sale

MZS_MTPMRPDOSV1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTEINIT *

(GL_PMRP/GL_COTATION) * GL_COTATIONDOS) ou Sum

(GL_QTERESTE * (GL_PMRP/GL_COTATION) * GL_COTATIONDOS)

for sales documents.

Valuation at WACP - Converted - Sales

period 1

MZS_MTPMRPCONV1

Calculated field = MZS_MTPMRPETAV1 * MZS_COTATIONCONV1.

Total calculated in case of grouping.

Sales quantity 2

MZS_QTEPIECEV2

On the “Documents” tab, depending on value of “quantity” field, Sum

(GL_QTEFACT), Sum(GL_QTEINIT), Sum(GL_QTERESTE) applies for

sales documents.

Selected currency rate - sale 2

MZS_COTATIONCONV2

A search is carried out for the conversion rate between the currency of the

folder and the currency entered on the “Currencies” tab, based the selected

stock exchange.

The date of the rate that is taken into account is either today’s date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Store currency tax excl. valuation - sale

MZS_MTHTETAV2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHT) applies;

otherwise calculation is as follows: Sum

(GL_TOTALHT/GL_QTEFACT*GL_QTERESTE) or Sum

(GL_TOTALHT/GL_QTEFACT*GL_QTEINIT) sales documents

Subsidiary currency tax excl. valuation -

sale 2

MZS_MTHTFILV2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *

GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONFIL) or Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT * GL_COTATIONFIL)

for sales documents.

Folder currency tax excl. valuation -

sale 2

MZS_MTHTDOSV2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *

GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONDOS) or Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONDOS) for sales documents.

Store currency tax incl. valuation - sale

MZS_MTTTCETAV2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTC) applies;

otherwise calculation is as follows: Sum

(GL_TOTALTTC/GL_QTEFACT*GL_QTERESTE) or Sum

(GL_TOTALTTC/GL_QTEFACT*GL_QTEINIT) for sales documents.

Subsidiary currency tax incl. valuation -

sale 2

MZS_MTTTCFILV2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *

GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONFIL) or Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONFIL) for sales documents.

Folder currency tax incl. valuation - sale

MZS_MTTTCDOSV2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *

GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONDOS) or Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONDOS) for sales documents.

Tax excl. valuation - Converted - Sales

period 2

MZS_MTHTCONV2

Calculated field = MZS_MTHTETAV2 * MZS_COTATIONCONV2

Tax incl. valuation - Converted - Sales

period 2

MZS_MTTTCCONV2

Calculated field = MZS_MTTTCETAV2 * MZS_COTATIONCONV2

Store currency LPP valuation - sale 2

MZS_MTDPAETAV2

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_DPA), Sum(GL_QTERESTE * GL_DPA) or Sum

(GL_QTEINIT * GL_DPA) for sales documents.

Subsidiary currency LPP valuation -

sale 2

MZS_MTDPAFILV2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTERESTE * (GL_DPA/GL_COTATION) *

GL_COTATIONFIL) for sales documents

Folder currency LPP valuation - sale 2

MZS_MTDPADOSV2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONDOS)

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or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTERESTE *

(GL_DPA/GL_COTATION) * GL_COTATIONDOS) for sales documents

Valuation at LPP - Converted - Sales

period 2

MZS_MTDPACONV2

Calculated field = MZS_MTDPAETAV2 * MZS_COTATIONCONV2. Total

calculated in case of grouping.

Store currency LCP valuation - sale 2

MZS_MTDPRETAV2

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_DPR), Sum(GL_QTERESTE * GL_DPR) or Sum

(GL_QTEINIT * GL_DPR) for sales documents

Subsidiary currency LCP valuation -

sale 2

MZS_MTDPRFILV2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTERESTE * (GL_DPA/GL_COTATION) *

GL_COTATIONFIL) for sales documents

Folder currency LCP valuation - sale 2

MZS_MTDPRDOSV2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONDOS)

or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTERESTE *

(GL_DPR/GL_COTATION) * GL_COTATIONDOS) for sales documents

Valuation at LCP - Converted - Sales

period 2

MZS_MTDPRCONV2

Calculated field = MZS_MTDPRETAV2 * MZS_COTATIONCONV2. Total

calculated in case of grouping.

Store currency WAPP valuation - sale 2

MZS_MTPMAPETAV2

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_PMAP), Sum(GL_QTERESTE * GL_PMAP) or Sum

(GL_QTEINIT * GL_PMAP) for sales documents

Subsidiary currency WAPP valuation -

sale 2

MZS_MTPMAPFILV2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)

* GL_COTATIONFIL) or Sum(GL_QTERESTE *

(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for sales documents.

Folder currency WAPP valuation - sale

MZS_MTPMAPDOSV2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTEINIT *

(GL_PMAP/GL_COTATION) * GL_COTATIONDOS) or Sum

(GL_QTERESTE * (GL_PMAP/GL_COTATION) * GL_COTATIONDOS)

for sales documents

Valuation at WAPP - Converted - Sales

period 2

MZS_MTPMAPCONV2

Calculated field = MZS_MTPMAPETAV2 * MZS_COTATIONCONV2.

Total calculated in case of grouping.

Store currency WACP valuation - sale 2

MZS_MTPMRPETAV2

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_PMRP), Sum(GL_QTERESTE * GL_PMRP) or Sum

(GL_QTEINIT * GL_PMRP) for sales documents.

Subsidiary currency WACP valuation -

sale 1

MZS_MTPMRPFILV2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)

* GL_COTATIONFIL) or Sum(GL_QTERESTE *

(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for sales documents

Folder currency WACP valuation - sale

MZS_MTPMRPDOSV2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTEINIT *

(GL_PMAP/GL_COTATION) * GL_COTATIONDOS) or Sum

(GL_QTERESTE * (GL_PMAP/GL_COTATION) * GL_COTATIONDOS)

for sales documents

Valuation at WACP - Converted - Sales

period 2

MZS_MTPMRPCONV2

Calculated field = MZS_MTDPMRPTAV2 * MZS_COTATIONCONV2.

Total calculated in case of grouping.

Purchase quantity 1

MZS_QTEPIECEA1

On the “Documents” tab, depending on value of “quantity” field, Sum

(GL_QTEFACT), Sum(GL_QTEINIT), Sum(GL_QTERESTE) applies for

sales documents.

Selected currency rate - purchase 1

MZS_COTATIONCONA1

A search is carried out for the conversion rate between the currency of the

folder and the currency entered on the “Currencies” tab, based the selected

stock exchange.

The date of the rate that is taken into account is either today’s date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Store currency tax excl. valuation -

purchase 1

MZS_MTHTETAA1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHT) applies;

otherwise, calculation is as follows: Sum

(GL_TOTALHT/GL_QTEFACT*GL_QTERESTE) or Sum

(GL_TOTALHT/GL_QTEFACT*GL_QTEINIT) for purchase documents

Subsidiary currency tax excl. valuation -

purchase 1

MZS_MTHTFILA1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *

GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONFIL) or Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT * GL_COTATIONFIL)

for purchase documents.

Folder currency tax excl. valuation -

purchase 1

MZS_MTHTDOSA1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *

GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONDOS) or Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONDOS) for purchase documents.

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Store currency tax incl. valuation -

purchase 1

MZS_MTTTCETAA1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTC) applies;

otherwise calculation is as follows: Sum

(GL_TOTALTTC/GL_QTEFACT*GL_QTERESTE) or Sum

(GL_TOTALTTC/GL_QTEFACT*GL_QTEINIT) for purchase documents

Subsidiary currency tax incl. valuation -

purchase 1

MZS_MTTTCFILA1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *

GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONFIL) or Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONFIL) for purchase documents.

Folder currency tax incl. valuation -

purchase 1

MZS_MTTTCDOSA1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *

GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONDOS) or Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONDOS) for purchase documents.

Tax excl. valuation - Converted -

Purchase period 1

MZS_MTHTCONA1

Calculated field = MZS_MTHTETAA1 * MZS_COTATIONCONA1

Tax incl. valuation - Converted -

Purchases on period 1

MZS_MTTTCCONA1

Calculated field = MZS_MTTTCETAA1 * MZS_COTATIONCONA1

Store currency LPP valuation - purchase

MZS_MTDPAETAA1

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_DPA), Sum(GL_QTERESTE * GL_DPA) or Sum

(GL_QTEINIT * GL_DPA) for purchase documents

Subsidiary currency LPP valuation -

purchase 1

MZS_MTDPAFILA1

Depending on value of “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTERESTE * (GL_DPA/GL_COTATION) *

GL_COTATIONFIL) for purchase documents

Folder currency LPP valuation -

purchase 1

MZS_MTDPADOSA1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONDOS)

or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) *

GL_COTATIONDOS) ou Sum(GL_QTERESTE *

(GL_DPA/GL_COTATION) * GL_COTATIONDOS) for purchase

documents.

Valuation at LPP - Converted -

Purchase period 1

MZS_MTDPACONA1

Calculated field = MZS_MTDPAETAA1 * MZS_COTATIONCONA1. Total

calculated in case of grouping.

Store currency LCP valuation -

purchase 1

MZS_MTDPRETAA1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * GL_DPR), Sum(GL_QTERESTE * GL_DPR) or Sum

(GL_QTEINIT * GL_DPR) for purchase documents.

Subsidiary currency LCP valuation -

purchase 1

MZS_MTDPRFILA1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTERESTE * (GL_DPR/GL_COTATION) *

GL_COTATIONFIL) for purchase documents

Folder currency LCP valuation -

purchase 1

MZS_MTDPRDOSA1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONDOS)

or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTERESTE *

(GL_DPR/GL_COTATION) * GL_COTATIONDOS) for purchase

documents

Valuation at LCP - Converted -

Purchase period 1

MZS_MTDPRCONA1

Calculated field = MZS_MTDPRETAA1 * MZS_COTATIONCONA1. Total

calculated in case of grouping.

Store currency WAPP valuation -

purchase 1

MZS_MTPMAPETAA1

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_PMAP), Sum(GL_QTERESTE * GL_PMAP) or Sum

(GL_QTEINIT * GL_PMAP) for purchase documents

Subsidiary currency WAPP valuation -

purchase 1

MZS_MTPMAPFILA1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)

* GL_COTATIONFIL) or Sum(GL_QTERESTE *

(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for purchase

documents

Folder currency WAPP valuation -

purchase 1

MZS_MTPMAPDOSA1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTEINIT *

(GL_PMAP/GL_COTATION) * GL_COTATIONDOS) or Sum

(GL_QTERESTE * (GL_PMAP/GL_COTATION) * GL_COTATIONDOS)

for purchase documents

Valuation at WAPP - Converted -

Purchase period 1

MZS_MTPMAPCONA1

Calculated field = MZS_MTPMAPETAA1 * MZS_COTATIONCONA1.

Total calculated in case of grouping.

Store currency WACP valuation -

purchase 1

MZS_MTPMRPETAA1

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_PMRP), Sum(GL_QTERESTE * GL_PMRP) or Sum

(GL_QTEINIT * GL_PMRP) for purchase documents

Subsidiary currency WACP valuation -

MZS_MTPMRPFILA1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_PMRP/GL_COTATION) *

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purchase 1

GL_COTATIONFIL) or Sum(GL_QTERESTE *

(GL_PMRP/GL_COTATION) * GL_COTATIONFIL) for purchase

documents

Folder currency WACP valuation -

purchase 1

MZS_MTPMRPDOSA1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTEINIT *

(GL_PMRP/GL_COTATION) * GL_COTATIONDOS) or Sum

(GL_QTERESTE * (GL_PMRP/GL_COTATION) * GL_COTATIONDOS)

for purchase documents

Valuation at WACP - Converted -

Purchases on period 1

MZS_MTPMRPCONA1

Calculated field = MZS_MTPMRPETAA1 * MZS_COTATIONCONA1.

Total calculated in case of grouping.

Purchase quantity 2

MZS_QTEPIECEA2

On the “Documents” tab, depending on value of “quantity” field, Sum

(GL_QTEFACT), Sum(GL_QTEINIT), Sum(GL_QTERESTE) applies for

purchase documents.

Selected currency rate - purchase 2

MZS_COTATIONCONA2

A search is carried out for the conversion rate between the currency of the

folder and the currency entered on the “Currencies” tab, based the selected

stock exchange.

The date of the rate that is taken into account is either today’s date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Store currency tax excl. valuation -

purchase 2

MZS_MTHTETAA2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHT) applies;

otherwise, calculation is as follows: Sum

(GL_TOTALHT/GL_QTEFACT*GL_QTERESTE) or Sum

(GL_TOTALHT/GL_QTEFACT*GL_QTEINIT) for purchase documents

Subsidiary currency tax excl. valuation -

purchase 2

MZS_MTHTFILA2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *

GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONFIL) or Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT * GL_COTATIONFIL)

for purchase documents.

Folder currency tax excl. valuation -

purchase 2

MZS_MTHTDOSA2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *

GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONDOS) or Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONDOS) for purchase documents.

Store currency tax incl. valuation -

purchase 2

MZS_MTTTCETAA2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTC) applies;

otherwise calculation is as follows: Sum

(GL_TOTALTTC/GL_QTEFACT*GL_QTERESTE) or Sum

(GL_TOTALTTC/GL_QTEFACT*GL_QTEINIT) for purchase documents.

Subsidiary currency tax incl. valuation -

purchase 2

MZS_MTTTCFILA2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *

GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONFIL) or Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONFIL) for purchase documents.

Folder currency tax incl. valuation -

purchase 2

MZS_MTTTCDOSA2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *

GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONDOS) or Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONDOS) for purchase documents.

Tax excl. valuation - Converted -

Purchase period 2

MZS_MTHTCONA2

Calculated field = MZS_MTHTETAA2 * MZS_COTATIONCONA2

Tax incl. valuation - Converted -

Purchases on period 2

MZS_MTTTCCONA2

Calculated field = MZS_MTTTCETAA2 * MZS_COTATIONCONA2

Store currency LPP valuation - purchase

MZS_MTDPAETAA2

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_DPA), Sum(GL_QTERESTE * GL_DPA) or Sum

(GL_QTEINIT * GL_DPA) for purchase documents.

Subsidiary currency LPP valuation -

purchase 2

MZS_MTDPAFILA2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTERESTE * (GL_DPA/GL_COTATION) *

GL_COTATIONFIL) for purchase documents

Folder currency LPP valuation -

purchase 2

MZS_MTDPADOSA2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONDOS)

or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) *

GL_COTATIONDOS) ou Sum(GL_QTERESTE *

(GL_DPA/GL_COTATION) * GL_COTATIONDOS) for purchase

documents.

Valuation at LPP - Converted -

Purchase period 2

MZS_MTDPACONA2

Calculated field = MZS_MTDPAETAA2 * MZS_COTATIONCONA2. Total

calculated in case of grouping.

Store currency LCP valuation -

purchase 2

MZS_MTDPRETAA2

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_DPR), Sum(GL_QTERESTE * GL_DPR) or Sum

(GL_QTEINIT * GL_DPR) for purchase documents.

Subsidiary currency LCP valuation -

purchase 2

MZS_MTDPRFILA2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTERESTE * (GL_DPR/GL_COTATION) *

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GL_COTATIONFIL) for purchase documents

Folder currency LCP valuation -

purchase 2

MZS_MTDPRDOSA2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONDOS)

or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTERESTE *

(GL_DPR/GL_COTATION) * GL_COTATIONDOS) for purchase

documents

Valuation at LCP - Converted -

Purchase period 2

MZS_MTDPRCONA2

Calculated field = MZS_MTDPRETAA2 * MZS_COTATIONCONA2. Total

calculated in case of grouping.

Store currency WAPP valuation -

purchase 2

MZS_MTPMAPETAA2

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_PMAP), Sum(GL_QTERESTE * GL_PMAP) or Sum

(GL_QTEINIT * GL_PMAP) for purchase documents

Subsidiary currency WAPP valuation -

purchase 2

MZS_MTPMAPFILA2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)

* GL_COTATIONFIL) or Sum(GL_QTERESTE *

(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for purchase

documents

Folder currency WAPP valuation -

purchase 2

MZS_MTPMAPDOSA2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTEINIT *

(GL_PMAP/GL_COTATION) * GL_COTATIONDOS) or Sum

(GL_QTERESTE * (GL_PMAP/GL_COTATION) * GL_COTATIONDOS)

for purchase documents

Valuation at WAPP - Converted -

Purchase period 2

MZS_MTPMAPCONA2

Calculated field = MZS_MTPMAPETAA2 * MZS_COTATIONCONA2.

Total calculated in case of grouping.

Store currency WACP valuation -

purchase 2

MZS_MTPMRPETAA2

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_PMRP), Sum(GL_QTERESTE * GL_PMRP) or Sum

(GL_QTEINIT * GL_PMRP) for purchase documents

Subsidiary currency WACP valuation -

purchase 2

MZS_MTPMRPFILA2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_PMRP/GL_COTATION) *

GL_COTATIONFIL) or Sum(GL_QTERESTE *

(GL_PMRP/GL_COTATION) * GL_COTATIONFIL) for purchase

documents

Folder currency WACP valuation -

purchase 2

MZS_MTPMRPDOSA2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTEINIT *

(GL_PMRP/GL_COTATION) * GL_COTATIONDOS) or Sum

(GL_QTERESTE * (GL_PMRP/GL_COTATION) * GL_COTATIONDOS)

for purchase documents

Valuation at WACP - Converted -

Purchases on period 2

MZS_MTPMRPCONA2

Calculated field = MZS_MTPMRPETAA2 * MZS_COTATIONCONA2.

Total calculated in case of grouping.

Mvt quantity 1

MZS_QTEPIECEM1

Sum(GL_QTEFACT) applies for internal movement documents.

Selected currency rate - mvt 1

MZS_COTATIONCONM1

A search is carried out for the conversion rate between the currency of the

folder and the currency entered on the “Currencies” tab, based the selected

stock exchange.

The date of the rate that is taken into account is either today’s date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Store currency tax excl. valuation - mvt

MZS_MTHTETAM1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHT) applies;

otherwise, calculation is as follows: Sum

(GL_TOTALHT/GL_QTEFACT*GL_QTERESTE) or Sum

(GL_TOTALHT/GL_QTEFACT*GL_QTEINIT) for internal movement

documents

Subsidiary currency tax excl. valuation -

mvt 1

MZS_MTHTFILM1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *

GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONFIL) or Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT * GL_COTATIONFIL)

for internal movement documents.

Folder currency tax excl. valuation -

mvt 1

MZS_MTHTDOSM1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *

GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONDOS) or Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONDOS) for internal movement documents.

Store currency tax incl. valuation - mvt

MZS_MTTTCETAM1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTC) applies;

otherwise calculation is as follows: Sum

(GL_TOTALTTC/GL_QTEFACT*GL_QTERESTE) ou Sum

(GL_TOTALTTC/GL_QTEFACT*GL_QTEINIT) for internal movement

documents.

Subsidiary currency tax incl. valuation -

mvt 1

MZS_MTTTCFILM1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *

GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONFIL) ou Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONFIL) for internal movement documents.

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Folder currency tax incl. valuation - mvt

MZS_MTTTCDOSM1

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *

GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONDOS) or Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONDOS) for internal movement documents.

Tax excl. valuation - Converted -

Movement period 1

MZS_MTHTCONM1

Calculated field = MZS_MTHTETAM1 * MZS_COTATIONCONM1

Tax incl. valuation - Converted –

Movement period 1

MZS_MTTTCCONM1

Calculated field = MZS_MTTTCETAM1 * MZS_COTATIONCONM1

Store currency LPP valuation - mvt 1

MZS_MTDPAETAM1

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_DPA), Sum(GL_QTERESTE * GL_DPA) or Sum

(GL_QTEINIT * GL_DPA) for internal movement documents.

Subsidiary currency LPP valuation -

mvt 1

MZS_MTDPAFILM1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTERESTE * (GL_DPA/GL_COTATION) *

GL_COTATIONFIL) for internal movement documents.

Folder currency LPP valuation - mvt 1

MZS_MTDPADOSM1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONDOS)

or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTERESTE *

(GL_DPA/GL_COTATION) * GL_COTATIONDOS) for internal movement

documents.

Valuation at LPP - Converted -

Movement period 1

MZS_MTDPACONM1

Calculated field = MZS_MTDPAETAM1 * MZS_COTATIONCONM1. Total

calculated in case of grouping.

Store currency LCP valuation - mvt 1

MZS_MTDPRETAM1

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_DPR), Sum(GL_QTERESTE * GL_DPR) or Sum

(GL_QTEINIT * GL_DPR) for internal movement documents.

Subsidiary currency LCP valuation -

mvt 1

MZS_MTDPRFILM1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTERESTE * (GL_DPR/GL_COTATION) *

GL_COTATIONFIL) for internal movement documents.

Folder currency LCP valuation - mvt 1

MZS_MTDPRDOSM1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONDOS)

or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTERESTE *

(GL_DPR/GL_COTATION) * GL_COTATIONDOS) for internal movement

documents.

Valuation at LCP - Converted -

Movements period 1

MZS_MTDPRCONM1

Calculated field = MZS_MTDPRETAM1 * MZS_COTATIONCONM1. Total

calculated in case of grouping.

Store currency WAPP valuation - mvt 1

MZS_MTPMAPETAM1

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_PMAP), Sum(GL_QTERESTE * GL_PMAP) or Sum

(GL_QTEINIT * GL_PMAP) for internal movement documents.

Subsidiary currency WAPP valuation -

mvt 1

MZS_MTPMAPFILM1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)

* GL_COTATIONFIL) or Sum(GL_QTERESTE *

(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for internal movement

documents.

Folder currency WAPP valuation - mvt

MZS_MTPMAPDOSM1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTEINIT *

(GL_PMAP/GL_COTATION) * GL_COTATIONDOS) or Sum

(GL_QTERESTE * (GL_PMAP/GL_COTATION) * GL_COTATIONDOS)

for internal movement documents.

Valuation at WAPP - Converted -

Movements period 1

MZS_MTPMAPCONM1

Calculated field = MZS_MTPMAPETAM1 * MZS_COTATIONCONM1.

Total calculated in case of grouping.

Store currency WACP valuation - mvt 1

MZS_MTPMRPETAM1

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_PMRP), Sum(GL_QTERESTE * GL_PMRP) or Sum

(GL_QTEINIT * GL_PMRP) for internal movement documents.

Subsidiary currency WACP valuation -

purchase 2

MZS_MTPMRPFILM1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_PMRP/GL_COTATION) *

GL_COTATIONFIL) or Sum(GL_QTERESTE *

(GL_PMRP/GL_COTATION) * GL_COTATIONFIL) for internal movement

documents.

Folder currency WACP valuation - mvt

MZS_MTPMRPDOSM1

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTEINIT *

(GL_PMRP/GL_COTATION) * GL_COTATIONDOS) or Sum

(GL_QTERESTE * (GL_PMRP/GL_COTATION) * GL_COTATIONDOS)

for internal movement documents.

Valuation at WACP - Converted -

Calculated field = MZS_MTPMRPETAM1 * MZS_COTATIONCONM1.

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Movements period 1

MZS_MTPMRPCONM1

Total calculated in case of grouping.

Mvt quantity 2

MZS_QTEPIECEM2

Sum(GL_QTEFACT) applies for internal movement documents.

Selected currency rate - mvt 2

MZS_COTATIONCONM2

A search is carried out for the conversion rate between the currency of the

folder and the currency entered on the “Currencies” tab, based the selected

stock exchange.

The date of the rate that is taken into account is either today’s date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Store currency tax excl. valuation - mvt

MZS_MTHTETAM2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHT) applies;

otherwise, calculation is as follows: Sum

(GL_TOTALHT/GL_QTEFACT*GL_QTERESTE) or Sum

(GL_TOTALHT/GL_QTEFACT*GL_QTEINIT) for internal movement

documents

Subsidiary currency tax excl. valuation -

mvt 2

MZS_MTHTFILM2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *

GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONFIL) or Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT * GL_COTATIONFIL)

for internal movement documents.

Folder currency tax excl. valuation -

mvt 2

MZS_MTHTDOSM2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALHTDEV *

GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONDOS) or Sum

(GL_TOTALHTDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONDOS) for internal movement documents.

Store currency tax incl. valuation - mvt

MZS_MTTTCETAM2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTC) applies;

otherwise calculation is as follows: Sum

(GL_TOTALTTC/GL_QTEFACT*GL_QTERESTE) ou Sum

(GL_TOTALTTC/GL_QTEFACT*GL_QTEINIT) for internal movement

documents.

Subsidiary currency tax incl. valuation -

mvt 2

MZS_MTTTCFILM2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *

GL_COTATIONFIL) applies; otherwise calculation is as follows: Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONFIL) or Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONFIL) for internal movement documents.

Folder currency tax incl. valuation - mvt

MZS_MTTTCDOSM2

If “Quantity” field = “Invoiced quantity”, Sum(GL_TOTALTTCDEV *

GL_COTATIONDOS) applies; otherwise calculation is as follows: Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTERESTE *

GL_COTATIONDOS) or Sum

(GL_TOTALTTCDEV/GL_QTEFACT*GL_QTEINIT *

GL_COTATIONDOS) for internal movement documents.

Tax excl. valuation - Converted -

Movement period 2

MZS_MTHTCONM2

Calculated field = MZS_MTHTETAM2 * MZS_COTATIONCONM2

Tax incl. valuation - Converted –

Movement period 2

MZS_MTTTCCONM2

Calculated field = MZS_MTTTCETAM2 * MZS_COTATIONCONM2

Store currency LPP valuation - mvt 2

MZS_MTDPAETAM2

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_DPA), Sum(GL_QTERESTE * GL_DPA) or Sum

(GL_QTEINIT * GL_DPA) for internal movement documents.

Subsidiary currency LPP valuation -

mvt 2

MZS_MTDPAFILM2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTERESTE * (GL_DPA/GL_COTATION) *

GL_COTATIONFIL) for internal movement documents.

Folder currency LPP valuation - mvt 2

MZS_MTDPADOSM2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPA/GL_COTATION) * GL_COTATIONDOS)

or Sum(GL_QTEINIT * (GL_DPA/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTERESTE *

(GL_DPA/GL_COTATION) * GL_COTATIONDOS) for internal movement

documents.

Valuation at LPP - Converted -

Movement period 2

MZS_MTDPACONM2

Calculated field = MZS_MTDPAETAM2 * MZS_COTATIONCONM2. Total

calculated in case of grouping.

Store currency LCP valuation - mvt 2

MZS_MTDPRETAM2

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_DPR), Sum(GL_QTERESTE * GL_DPR) or Sum

(GL_QTEINIT * GL_DPR) for internal movement documents.

Subsidiary currency LCP valuation -

mvt 2

MZS_MTDPRFILM2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTERESTE * (GL_DPR/GL_COTATION) *

GL_COTATIONFIL) for internal movement documents.

Folder currency LCP valuation - mvt 2

MZS_MTDPRDOSM2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_DPR/GL_COTATION) * GL_COTATIONDOS)

or Sum(GL_QTEINIT * (GL_DPR/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTERESTE *

(GL_DPR/GL_COTATION) * GL_COTATIONDOS) for internal movement

documents.

Valuation at LCP - Converted -

Movements period 2

MZS_MTDPRCONM2

Calculated field = MZS_MTDPRETAM2 * MZS_COTATIONCONM2. Total

calculated in case of grouping.

Depending on the value of the “Quantity” field, calculation is as follows: Sum

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Store currency WAPP valuation - mvt 2

MZS_MTPMAPETAM2

(GL_QTEFACT * GL_PMAP), Sum(GL_QTERESTE * GL_PMAP) or Sum

(GL_QTEINIT * GL_PMAP) for internal movement documents.

Subsidiary currency WAPP valuation -

mvt 2

MZS_MTPMAPFILM2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONFIL) or Sum(GL_QTEINIT * (GL_PMAP/GL_COTATION)

* GL_COTATIONFIL) or Sum(GL_QTERESTE *

(GL_PMAP/GL_COTATION) * GL_COTATIONFIL) for internal movement

documents.

Folder currency WAPP valuation - mvt

MZS_MTPMAPDOSM2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMAP/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTEINIT *

(GL_PMAP/GL_COTATION) * GL_COTATIONDOS) or Sum

(GL_QTERESTE * (GL_PMAP/GL_COTATION) * GL_COTATIONDOS)

for internal movement documents.

Valuation at WAPP - Converted -

Movements period 2

MZS_MTPMAPCONM2

Calculated field = MZS_MTPMAPETAM2 * MZS_COTATIONCONM2.

Total calculated in case of grouping.

Store currency WACP valuation - mvt 2

MZS_MTPMRPETAM2

Depending on the value of the “Quantity” field, calculation is as follows: Sum

(GL_QTEFACT * GL_PMRP), Sum(GL_QTERESTE * GL_PMRP) or Sum

(GL_QTEINIT * GL_PMRP) for internal movement documents.

Subsidiary currency WACP valuation -

mvt 1

MZS_MTPMRPFILM2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) * GL_COTATIONFIL)

or Sum(GL_QTEINIT * (GL_PMRP/GL_COTATION) *

GL_COTATIONFIL) or Sum(GL_QTERESTE *

(GL_PMRP/GL_COTATION) * GL_COTATIONFIL) for internal movement

documents.

Folder currency WACP valuation - mvt

MZS_MTPMRPDOSM2

Depending on the value of the “Quantity” field, calculation is as follows:

Sum(GL_QTEFACT * (GL_PMRP/GL_COTATION) *

GL_COTATIONDOS) or Sum(GL_QTEINIT *

(GL_PMRP/GL_COTATION) * GL_COTATIONDOS) or Sum

(GL_QTERESTE * (GL_PMRP/GL_COTATION) * GL_COTATIONDOS)

for internal movement documents.

Valuation at WACP - Converted -

Movement period 2

MZS_MTPMRPCONM2

Calculated field = MZS_MTPMRPETAM2 * MZS_COTATIONCONM2.

Total calculated in case of grouping.

Price list sel. 1 - Converted

TARIF_CON1

Calculated field = MZS_TARIF1 * MZS_COTATIONCONT1

Price list sel. 1 - Subsidiary currency

TARIF_FIL1

Calculated field = MZS_TARIF1 * MZS_COTATIONFILT1

Price list sel. 1 - Store currency

TARIF_DOS1

Calculated field = MZS_TARIF1 * MZS_COTATIONDOST1

Price list sel. 2 - Converted

TARIF_CON2

Calculated field = MZS_TARIF2 * MZS_COTATIONCONT2

Price list sel. 2 - Subsidiary currency

TARIF_FIL2

Calculated field = MZS_TARIF2 * MZS_COTATIONFILT2

Price list sel. 2 - Store currency

TARIF_DOS2

Calculated field = MZS_TARIF2 * MZS_COTATIONDOST2

Grouping 1

MZS_REGROUP1

1st grouping value

Grouping 2

MZS_REGROUP2

2nd grouping value

Grouping 3

MZS_REGROUP3

3rd grouping value

Description of grouping 1

MZS_LIBREGROUP1

1st grouping description

Description of grouping 2

MZS_LIBREGROUP2

2nd grouping description

Description of grouping 3

MZS_LIBREGROUP3

3rd grouping description

Purchase/sale valuation coeff.

MZS_COEFVACHVEN1

Calculated field = (MZS_QTEPIECEA1 * MZS_MTHTETAA1) /

(MZS_QTEPIECEV1 * MZS_MTTTCETAV1)

Coeff. sales qty purchase 1

MZS_COEFQVENREC1

Calculated field = MZS_QTEPIECEV1 / MZS_QTEPIECEA1

Coeff. inventory qty purchase 1

MZS_COEFQSTOREC1

Calculated field = MZS_PHYSIQUE / MZS_QTEPIECEA1

Purchase/sale valuation coeff.

MZS_COEFVACHVEN2

Calculated field = (MZS_QTEPIECEA2 * MZS_MTHTETAA2) /

(MZS_QTEPIECEV2 * MZS_MTTTCETAV2)

Coeff. sales qty purchase 2

MZS_COEFQVENREC2

Calculated field = MZS_QTEPIECEV2 / MZS_QTEPIECEA2

Coeff. inventory qty purchase 2

MZS_COEFQSTOREC2

Calculated field = MZS_PHYSIQUE / MZS_QTEPIECEA2

Snapshot date 1

MZS_DATEIMAGEI1

Date of inventory snapshot

Selected currency rate - snapshot 1

MZS_COTATIONCONI1

A search is carried out for the conversion rate between the currency of the

folder and the currency entered on the “Currencies” tab based on the selected

stock exchange.

The date of the rate that is taken into account is either today’s date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Subsidiary currency rate - snapshot 1

MZS_COTATIONFILI1

A search is carried out for the conversion rate between the subsidiary currency

and the currency entered in the “Currencies” tab based on the selected stock

exchange.

The date of the rate that is taken into account is either today’s date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Folder currency rate snapshot 1

MZS_COTATIONDOSI1

A search is carried out for the conversion rate between the folder currency and

the currency entered in the “Currencies” tab based on the selected stock

exchange.

The date of the rate that is taken into account is either today’s date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Inventory snapshot 1

MZS_PHYSIQUEI1

Physical inventory of snapshot

Store currency PP - snapshot 1

MZS_PAETAI1

Calculated field = Sum(MIL_PA) / Sum(MIL_PHYSIQUE)

Store currency CP- snapshot 1

MZS_PRETAI1

Calculated field = Sum(MIL_PR) / Sum(MIL_PHYSIQUE)

Subsidiary currency PP - snapshot 1

MZS_PAFILI1

Calculated field = MZS_PAETAI1 * MZS_COTATIONFILI1

Subsidiary currency CP - snapshot 1

MZS_PRFILI1

Calculated field = MZS_PRETAI1 * MZS_COTATIONFILI1

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Transfer Valuation - Contents

Transfer valuation is based on the following elements:

- Transfer valuation: definition of applicable rules specific to every store (see Rule Settings.)

- Management of subsidiaries: application of valuation options based on information included in the subsidiary record (see Valuation of Transfers in Subsidiaries.)

- Settings defined in the document type: application of the settings of the document type (see Document Type.)

The price search is performed in the following order:

- Check whether a transfer valuation rule applies if the option is active.

Folder currency PP - snapshot 1

MZS_PADOSI1

Calculated field = MZS_PAETAI1 * MZS_COTATIONDOSI1

Folder currency CP - snapshot 1

MZS_PRDOSI1

Calculated field = MZS_PRETAI1 * MZS_COTATIONDOSI1

Inventory valued at store currency PP

snapshot1

MZS_MTPAETAI1

Purchase price of stocked item in inventory snapshot

Inventory valued at store currency CP

snapshot1

MZS_MTPRETAI1

Cost price of stocked item in inventory snapshot

Inventory valued at subsidiary currency

PP snapshot1

MZS_MTPAFILAI1

Calculated field = MZS_MTPAETA1 * MZS_COTATIONFILI1

Inventory valued at subsidiary currency

CP snapshot1

MZS_MTPRFILI1

Calculated field = MZS_MTPRETA1 * MZS_COTATIONFILI1

Inventory valued at folder currency PP

snapshot1

MZS_MTPADOSI1

Calculated field = MZS_MTPAETA1 * MZS_COTATIONDOSI1

Inventory valued at folder currency CP

snapshot 1

MZS_MTPRDOSI1

Calculated field = MZS_MTPRETA1 * MZS_COTATIONDOSI1

PP - Converted - Snapshot 1

MZS_PACONI1

Calculated field = MZS_PAETAI1 * MZS_COTATIONCONI1

CP - Converted - Snapshot 1

MZS_PRCONI1

Calculated field = MZS_PRETAI1 * MZS_COTATIONCONI1

Inventory valued at PP - Converted -

Snapshot 1

MZS_MTPACONI1

Calculated field = MZS_MTPAETAI1 * MZS_COTATIONCONI1

Inventory valued at CP - Converted -

Snapshot 1

MZS_MTPRCONI1

Calculated field = MZS_MTPRETAI1 * MZS_COTATIONCONI1

Snapshot date 2

MZS_DATEIMAGEI2

Date of inventory snapshot

Selected currency rate - snapshot 2

MZS_COTATIONCONI2

A search is carried out for the conversion rate between the currency of the

folder and the currency entered on the “Currencies” tab based on the selected

stock exchange.

The date of the rate that is taken into account is either today’s date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Subsidiary currency rate - snapshot 2

MZS_COTATIONFILI2

A search is carried out for the conversion rate between the subsidiary currency

and the currency entered in the “Currencies” tab based on the selected stock

exchange.

The date of the rate that is taken into account is either today’s date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Folder currency rate snapshot 2

MZS_COTATIONDOSI2

A search is carried out for the conversion rate between the folder currency and

the currency entered in the “Currencies” tab based on the selected stock

exchange.

The date of the rate that is taken into account is either today’s date (if the

“Fixed date of rate” field has not been checked), or the entered date.

Inventory snapshot 2

MZS_PHYSIQUEI2

Physical inventory of snapshot

Store currency PP - snapshot 2

MZS_PAETAI2

Calculated field = Sum(MIL_PA) / Sum(MIL_PHYSIQUE)

Store currency CP- snapshot 2

MZS_PRETAI2

Calculated field = Sum(MIL_PR) / Sum(MIL_PHYSIQUE)

Subsidiary currency PP - snapshot 2

MZS_PAFILI2

Calculated field = MZS_PAETAI1 * MZS_COTATIONFILI1

Subsidiary currency CP - snapshot 2

MZS_PRFILI2

Calculated field = MZS_PAETAI1 * MZS_COTATIONFILI1

Folder currency PP - snapshot 2

MZS_PADOSI2

Calculated field = MZS_PAETAI2 * MZS_COTATIONDOSI2

Folder currency CP - snapshot 2

MZS_PRDOSI2

Calculated field = MZS_PRETAI2 * MZS_COTATIONDOSI2

Inventory valued at store currency PP

snapshot2

MZS_MTPAETAI2

Purchase price of stocked item in inventory snapshot

Inventory valued at store currency CP

snapshot2

MZS_MTPRETAI2

Cost price of stocked item in inventory snapshot

Inventory valued at subsidiary currency

PP snapshot2

MZS_MTPAFILAI2

Calculated field = MZS_MTPAETA2 * MZS_COTATIONFILI2

Inventory valued at subsidiary currency

CP snapshot2

MZS_MTPRFILI2

Calculated field = MZS_MTPRETA2 * MZS_COTATIONFILI2

Inventory valued at folder currency PP

snapshot2

MZS_MTPADOSI2

Calculated field = MZS_MTPAETA2 * MZS_COTATIONDOSI2

Inventory valued at folder currency CP

snapshot 2

MZS_MTPRDOSI2

Calculated field = MZS_MTPRETA2 * MZS_COTATIONDOSI2

PP - Converted - Snapshot 2

MZS_PACONI2

Calculated field = MZS_PAETAI2 * MZS_COTATIONCONI2

CP - Converted - Snapshot 2

MZS_PRCONI2

Calculated field = MZS_PRETAI2 * MZS_COTATIONCONI2

Inventory valued at PP - Converted -

Snapshot 2

MZS_MTPACONI2

Calculated field = MZS_MTPAETAI2 * MZS_COTATIONCONI2

Inventory valued at CP - Converted -

Snapshot 2

MZS_MTPRCONI2

Calculated field = MZS_MTPRETAI2 * MZS_COTATIONCONI2

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- If no price is found in the rules, the settings defined in the subsidiary record of the sender store will apply.

- If no price is found via the management of subsidiaries or stores not linked to a subsidiary, then the valuation method defined in the document type will be taken into

account.

Required settings

Company settings

Access rights

Rule settings

Transfer creation

Document type

Management of subsidiaries

Transfer type

Valuation of sent transfers

Valuation of received transfers

Cost group calculation and inventory update

Settings for Transfer Valuation

Transfer valuation is based on the rules defined (such as the possible application of price lists, application of a discount or an increase, etc.) via a store trigger with a scope of

use concerning the valuation of transfers.

Company settings

Back Office: Administration - Company - Company settings - Commercial Management/Inventory

The following company settings are taken into account for transfer valuation (see Company settings - section Inventory.)

- Use of the transfer valuation module: Tick this option so that the transfer valuation are sought and applied.

- Customized message for transfer valuation: When entering a transfer, the information message resumes, only in this case, the description of the rule (see section “How it

works when creating transfer” hereafter.)

Access rights

Back Office: Administration - Users and access - Access right management

You must enable the access right for the “Transfer valuation” command in menu Settings (105), sub-menu Documents.

Rule settings

Back Office: Settings - Documents - Transfer valuation

Click the {New] button and populate the following settings:

Field

Description

Code + description

Enter the code and the description of the rule to apply. Note that if the company

setting “Customized message for transfer valuation” is ticked, the message resumes

the description specified here.

Store trigger

Selection of the store trigger to apply for this valuation. Triggers are created in the

Settings module, menu General, command Triggers - Store (Scope of use =

Transfer valuation.)

Search for price list

Tick this option to search for the price list applicable for the sender store. If no

price list is found, the default price will be used.

Proposed price

Selection list for the price to apply.

Discount percentage

The discount is applies to generic items and dimensioned items, regardless of the

origin of the price returned.

Increase percentage

Enter the applicable rate.

Rounding code

Specify the rounding to apply.

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How it works when creating transfer

When you create a transfer, a user message displays according to the calculation rule applied. These are the possible messages:

- “The price of the items in this document will be discounted by XX%” in the case of a discount.

- “The price of the items in this document will be increased by XX%”in the case of an increase.

Note that if the company setting “Customized message for transfer valuation” is ticked, the message resumes the description specified in the applicable rule.

Document type

Back Office: Settings - Documents - Documents -Types

The valuation method defined in the document type applies to the following types: Sent transfer, Transfer notice, and Received transfer. The Valuation tab of the document

type includes the setting for the proposed price, with the possible use of price lists, and updated inventory prices.

Valuation of Transfers in Subsidiaries

Back Office: Basic data - Stores - Subsidiaries

You can specify in the subsidiary record via the valuation options for (sent and received) transfers, various valuation rules for stores (sender and recipient stores.)

Transfer type

The settings for valuation relate to the following transfer types:

- Intra-store transfer: the transfer concerns the same store with different warehouses

- Inter-subsidiary transfer: the transfer occurs between two store linked to the same subsidiary

- Intra-subsidiary transfer: the transfer occurs between two store linked to distinct subsidiaries

Valuation of sent transfers

The following options are available for the valuation of sent transfers:

Valuation of received transfers

The following options are available for the valuation of received transfer:

Cost group calculation and inventory update

According to the transfer type:

- If the cost price option in the database is linked with the “Automatic calculation of cost price”, you choose to calculate automatically the cost price of the received transfer.

- Inventory prices in the recipient store are updated according to the selected information.

Margin Correction

The return of an item to a store that did not generate an inventory movement for the item and for which no price information is available in the price list record will generate a

zero value (lines and inventory) for the LPP, WAPP, LCP, and WACP, as well as for the transfer price and folder cost price. This same item will then show a 100% profit

margin when it is sold. This is incorrect. The margin correction functionality enables you to modify these values.

Required settings

Field

Description

Price list

Tick this checkbox option to apply the purchases price list from the sender store.

By default

Section list for the price to apply: either resume the settings defined in the

document type “sent transfer”, or use other prices (Last purchase price, Last cost

price, etc.)

Folder cost price

Selection of the price to apply for the folder cost price.

Field

Description

Price list

Tick this checkbox option to apply the purchases price list from the recipient store.

By default

Same as sent transfer: The received transfer resumes the valuation of the sent

transfer, except for the “Folder cost price” which is calculated based on the

document type or the company settings. For other values, the valuation of the

received transfer is recalculated to apply the selected price.

Transfer notice

Tick this checkbox option to move to the transfer notice linked to the received

transfer the valuation of that transfer.

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Defining the calculation rule for transfer prices

Back Office: Settings - Management - Transfer price/Rule

Transfer prices are calculated according to the settings defined in the rules for transfer prices.

Managing transfer prices by store

Back Office: Basic data - Stores - Stores

The store must support transfer prices in order to use this functionality. To do this, the "Transfer price management" option must be ticked in the "Contact information" tab of

the store record.

Managing access rights

Back Office: Administration - Users and access - Access right management

Access rights relating to the margin correction are available in menu 106: Administration – Maintenance - Margin correction.

How to correct margins

Back Office: Administration – Maintenance - Correct margin

1. The screen displayed enables you to select the sales lines for which one of the following prices is set to 0: LPP, LCP,WAPP, WACP, transfer price and folder cost price.

2. Once the criteria are selected and the lines displayed on screen, select the lines you want to correct.

3. If you want to start correcting directly, click the [Calculation of transfer price] button.

A message will inform you when the processing is completed.

4. If you want to update values manually, record by record, click the [Open] button.

The "Margin correction" screen will appear for each of the selected items.

5. Indicate the new values and if you want to update the inventory, select the "Update inventory prices" option.

Focus on the "Correct margin" screen

The bottom half of the "Correct margin" screen displays two panes, one for purchase prices and cost prices, and the other for transfer prices. These two panes are described

below.

Purchase price/Cost price

This button is used to move the displayed value from the "Inventory prices" field to the "Modified prices" field.

The [Cost price calculation from cost groups] button is used to calculate the LCP price based on the LPP price and on costs/cost groups specified for the item and store in

the sales line.

The [Initializing the WACP from the LCP] button is used to specify the Weighted Average Cost Price based on the Last Cost Price.

The [Folder CP calculation] button is used to update the cost price in the folder currency.

Transfer price

The fields below are stored in the document line and are recalculated based on the configuration defined for transfer price rules (go to module Settings - Management -

Transfer price - Rule.)

The store must support transfer prices in order to use this functionality. To do this, the "Transfer price management" option must be selected in the "Contact information" tab

of the store record.

For each field displayed in this pane, this button is used to recalculate the values based on the settings defined in the calculation rules for transfer prices.

Recalculation of WAPPs

This process involves recalculating the WAPP and LPP values of inventory based on the movement history available in Yourcegid Retail Y2.

Creating a recalculation method for WAPPs

Back Office: Administration – Maintenance – Recalculation of WAPPs

To create a WAPP recalculation method, click the [New] button. A window will open allowing you to set recalculation options for WAPPs.

Characteristics Tab

Fields

Description

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Notepad tab

A report is provided in the Notepad tab.

Starting the calculation in real or simulation mode

Back Office: Administration – Maintenance – Recalculation of WAPPs

The process is started with the [Launch the process on this workstation] button.

Real mode

Uncheck the Simulation option. The WAPPs and LPPs will be updated directly by the recalculation operation. If the “Recalculation of WAPPs” method is used, an event will

be added to the processing report for each WAPP or LPP changed.

Simulation mode

Check the Simulation option. This recalculation method will not directly update the GQ_PMAP and GQ_DPA fields. The recalculated values will be saved in new fields:

GQ_PMAPSIMU and GQ_DPASIMU.

In this case, the [Validation of simulation] button enables you to copy the simulation WAPPs and LPPs to real WAPPs and LPPs.

This step must be done before entering new purchase documents.

This button enables you to re-initialize item simulation counters.

Remarks

- The calculations may be done in simulation mode with both these methods. The new fields of GQ_PMAPSIMU and GQ_DPASIMU will give the calculated values.

method

The “Method” field enables you to select the desired calculation method: Calculates

the WAPP or the average of inventory inputs. Regardless of the method selected,

we recommend running the operation as a scheduled task when there is a high

number of items.

- “Recalculation of WAPPs” method: Consists in recalculating the actual WAPP for

items per warehouse from all movements impacting the WAPP or physical

inventory. The operation may take some time according to the number of items and

warehouses to process, and the volume of movements in the folder. The document

types are not selected by the user. They come from the analysis of document

settings performed by the application. When using this method, the physical

inventory will be calculated to enable the weighted calculation. It will be saved in a

new inventory simulation field: “GQ_PHYSIQUESIMU”. If it is different than the

actual physical inventory, a warning message will appear in the processing report

(Notepad tab).

- “Average on inventory inputs” method: Consists in updating the WAPPs (by

calculating the weighted average purchase prices for the inventory input

movements,) and the LPPs (by retrieving the last purchase price.)

Note that calculating WAPP and LPP must be done separately.

WAPP calculation method

If “Qty in stock + Doc qty” is 0, the WAPP is updated by the document NUPEXT

(Net Unit Price Excluding Taxes).

LPP calculation method

The inventory LPP will be updated by the NUPEXT for the last document entered.

This method is less precise, but quicker. Document types taken into account are

selected by the user. For example, the user may perform a calculation taking only

supplier receipts into account. The WAPP thus recalculated is the approximate

WAPP.

Note that only the WAPP and LPP for inventory will be updated through this

calculation. The document WAPPs and LPPs cannot be changed.

Scheduling

Processing may be started directly, or even scheduled on a task server via the

[Schedule this task for execution on the server] button in the Secheduling section.

Please note! Depending on the selected calculation method and volume of data

processed, we strongly recommend scheduling this process.

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- Note that the GQ_PHYSIQUESIMU field also corresponds to the calculated physical inventory. If it is different from the actual physical stock, a warning message will

appear in the processing report.

- In simulation mode, validating the simulation will not update the actual inventory (the GQ_PHYSIQUESIMU field will not be copied to GQ_PHYSIQUE). If necessary,

you may use the inventory adjustment module to re-establish a consistent inventory.

Miscellaneous

Recalculation function Integrated with item merge process

Back Office: Administration – Maintenance – Merge items/Create a merge

This command gives you the opportunity to update the WAPP and the LPP when merging items. The process involves recalculating WAPPs and LPPs values of inventory

based on the movement history available in Yourcegid Retail Y2. Any movements not included in Yourcegid Retail Y2 that had an impact on the initial inventory are not

taken into account.

Access rights

Back Office: Administration - Users and access - Access right management

You can authorize or prohibit the access to this feature via module Administration - menu Users and access - command Access right management, by enabling the

Recalculation of WAPPs option in menu Administration (106), submenu Maintenance.

Movements taken into account

Movements taken into account are those impacting:

- Physical inventory and inventory configured in document type (Inventory tab.) The “Inventory to decrement” or “Inventory to increment” fields show “PHY” for Physical.

- The WAPP or LPP, and those configured in document type (Valuation tab), and more specifically in the Valuation section in inventory records.

Only movements with a non-null quantity will be taken into account.

The WAPP or LPP values will be recalculated for all open warehouses.

Settings and Operation of Priority Depletion

This option is available for sales documents, and determines the order in which the warehouses of a store will be used to deplete stock, especially in accordance with

inventory and the type of documents.

Settings for Priority Depletion

Enabling priority depletion for relevant sales documents

Back Office: Settings - Documents - Documents/Types

In the right part of the screen, select the document type to configure. This document must be of type Sale, information specified in field Flow type, in the General tab. Open

the Inventory tab and select the Priority depletion checkbox option.

Please note!

This option is available only if the "Inventory on shortage calculation" field is supported, i.e. set to "Physical" or "Available".

Check the "Override shortage" checkbox, if you want to deplete inventory in warehouses negatively.

Configuring warehouses for inventory depletion

Back Office: Basic data - Stores - Stores

Note that the priority stock depletion can only be done on Sales/Reserve and/or Consigned stock (if conditions apply). This does not work with Isolated sales, Stockroom and

Loan warehouses. This information can be checked in the warehouse record in the Type field of the Contact information tab.

Open the store record and go to the Linked Warehouses tab. Just move the warehouses to deplete to the right side of the screen.

Use these buttons to sort the warehouses in the depletion order desired.

Stock depletion according to item type

If the store has several warehouses of type Sales/Stockroom, the warehouses will be considered according to their ranking in the store record. The warehouse where inventory

will be depleted has enough stock to serve the entire document: so inventory will be depleted in this warehouse only.

Consigned items

All Sales/Stockroom type warehouses are analyzed until one is found with enough stock to satisfy the full quantity entered:

- If a warehouse is found, inventory will be depleted.

- If none of the Sales/Stockroom warehouse types has enough stock, then the consigned warehouse will be analyzed. The latter will be used for depletion, regardless of

whether or not there is enough stock to satisfy the total quantity requirements entered.

Non consigned items

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All Sales/Stockroom type warehouses are analyzed until one is found with enough stock to satisfy the total quantity entered:

- If a warehouse is found, inventory will be depleted.

- If none of the warehouses of type Sales/Stockroom has enough stock, then the consigned warehouse will be analyzed;

- If there is enough stock to cover the totality of the quantity entered, inventory will be depleted in this warehouse.

- If there is not enough stock, then the first warehouse of the store will be used (the first warehouse in the list of the linked warehouses, as defined in the store record.)

Documents not concerned by priority depletion

Priority depletion is not supported for purchase documents, transfers, special inputs and outputs. Therefore, the warehouse of the line will be:

- the default warehouse for inventory input for a firm document

- the consigned warehouse of store in the case of a consigned document

Inventory Query - Contents

You can run an inventory query for an item in various ways using various menus in either Back Office or Front Office. This document lists all of the query options available.

The access rights concerning inventory query are located in Menu Inventory (103). In Inventory/Query, you can authorize or not salespeople the use of the commands

presented and detailed in this topic.

Item availability

Item availability by location

Inventory flash query

Choice of the item to view

Zoom on the Inventory flash query window

Inventory flash query settings

Access inventory flash from sales transaction entry

Analysis

Inventory standard dashboard

Inventory advanced dashboard

Item Availability

Back Office: Inventory - Query - Item availability

Front Office: Management - Inventory - Item availability

This option allows you to display various inventory indicators for items. This can be done by store in the case of single-warehouse mode, or by warehouse in the case of

multi-warehouse mode. Several selection criteria, as well as presentation formatting offer the option to view warehouse physical stock, current orders (fields in the DISPO

table), etc.

Warning!

Since there are no inventory counters provided for delivery notices and transfer notices, user-defined counters must be used (GQ_QTE1 to GQ_QTE4).

Note that the layout of the item availability is different depending on whether to the “Use the record in the Back Office” company setting (available in section Commercial

management/Inventory) is ticked:

Option not checked

Button

Description

Clicking the [Item properties] button will open the item record in read-only mode.

The [Open] button or double-clicking on a line gives access to the following records:

- If the item is one size only: the "Available item" window opens, enabling you to view all stock

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Option checked

Note that no inventory record exists when you create an item record. Inventory item records are created when information from the inventory record is to be entered:

receiving, customer order, minimum stock, etc. In this case, all information that can be displayed from inventory records are available for multi-criteria.

Item availability by location

Back Office: Inventory - Query - Item availability by location

Front Office: Management - Inventory - Item availability by location

It is available in multi-warehouse mode and displays the item inventory by location, reflecting the availability of the item by warehouse.

Double-clicking the line will display the multi-criteria function for item availability by warehouse. The item and store are entered by default here. Information displayed is the

same as in the standard item availability function (as seen above.)

Inventory Flash Query

Back Office: Inventory - Query - Item flash

Front Office: Management - Inventory - Item flash

Choice of the item to view

This option will open the "Store inventory" window which allows users to view an inventory flash using the following search methods.

Item code or barcode search

Enter the item code or its barcode in the Item field, then click the [Validate] button to display the Inventory flash query window.

Catalog search

Click the [On catalog] button to open the item multi-criteria search. Double-click the item line of your choice to display the Inventory flash query window.

Picture search

Click the [Per picture] button to open the item photo catalog. Double-click the item photo of your choice to display the Inventory flash query window.

Item availability search

Click the [On available] button to open the list of available items per store. Double-click the item line of your choice to display the Inventory flash query window.

Zoom on the Inventory flash query window

Once the item selected, the Inventory flash query displays the following information:

Header

The following values are pre-entered in the fields on the screen:

- Store: contains the user's default store

- Warehouse: this field is displayed for multi-warehouse environments only. A warehouse can be entered automatically if you select a record from the multi-criteria function

that displays inventory by warehouse

- Item: the item selected from the multi-criteria screen, or from the item search sales receipt window is pre-entered in this field

- Dimension: this field is populated if the user selected a SKU either by scanning it or by selecting it from a multi-criteria screen.

- Item photo: Is displayed only if it exists in the item record. Moreover, to display an item photo and avoid slowing down folders which do not manage item photos, the "With

photo of the item" company setting must be activated in the Administration module, menu Company, command Company settings, Commercial management/Inventory

(Inventory flash query section.)

information.

- If the item has dimensions: the item record will open and the Dimension tab displays inventory per

store.

Button

Description

Clicking the [Item properties] button will open the item record in read-only mode.

Clicking the [Details] button will display the following records:

- If the item is one size only: the "Available item" window opens, enabling you to view all stock

information.

- If the item has dimensions: the item record will open and the Dimension tab displays inventory per

store.

Clicking the [Open] button or double-clicking on a line gives access to the inventory flash record.

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Dimensions button

This button allows you to return to item dimension selection. To view item inventory, double-click on the desired dimension.

Inventory button

Note that to specify warehouses to be added to store inventory queries, you need to check the "Considered in the inventory of my store" option in the warehouse record

(Contact Information.)

The [Other stores] button displays the inventory for the item in the other authorized stores. This button can be accessed in the Inventory window only.

The inventory counters for the warehouses are totaled to display the store inventory. To exclude certain warehouses from the count, check the "Inventory visible to other

stores" option in the Warehouse record (Contact Information tab.)

Selling price button

Allows you to display item prices within a store. You will obtain the same information by clicking the "View selling prices" in the inventory record.

The [Check the price] button allows you to access the price list justification reasons.

Warning!

This button will be available if the "Check the price option is enabled in access rights: Menu Sales receipts (107) - Access rights - Miscellaneous

Inventory flash query settings

Back Office: Inventory - Query - Flash query settings

The information contained in the flash query may be configured as you like. You can decide to display information concerning:

- Inventory: supplier orders or customer reserved items

- Selling price: the current price or selling price details

- Purchase price: purchase price or last purchase price

Configuring inventory information

Click the [Inventory] button.

Select one of the "None" type fields, then click this button. You may configure the following options in the settings window :

Configuring selling price information

Click the [Selling price] button and repeat the previous operation.

Configuring purchase price information

Click the [Purchase price] button and repeat the previous operation.

Warning!

The access rights defined for the user will determine whether or not these values are displayed (purchase prices will not displayed if the user has not been granted the

corresponding rights).

Access inventory flash from sales transaction entry

Front Office: Sales receipts - Sales - Enter transaction

In Front Office, inventory flash is also available from the checkout screen. If the item entered has already been entered in the grid, use the following buttons:

- [Zoom/Show inventory for item]

Fields

Description

Type

Select "Calculated value" to display the value. The horizontal separator enables you

to create a separating line in the list of values.

Description

Description corresponding to the value displayed

Added values

Counters whose values are added up in order to calculate the value

Subtracted values

Counters whose values are subtracted in order to calculate the value

Text color

Display area text color Also allows you to distinguish certain values better.

Background color

Display area background color Also allows you to distinguish certain values better.

Zoom on type

Allows you to select the document type. When viewing, an ellipsis is displayed to

allow you access the detail of the movements relating to the specified document

type.

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- [Zoom/Item flash/Selling price]: Allows you to look up various information, including inventory and selling prices.

Otherwise, use the following button:

- [Other actions/Item flash]

List of Main Dashboards and Access Rights

This topic lists the main dashboards available in the application and describes the access rights relating to these dashboards.

Purchase dashboard

Back Office: Purchases - Analysis - Dashboard

This dashboard allows you to view and organize data relating to purchases. It is available in two versions: detailed by item and/or dimension.

- By item: Multiple selection criteria enable you to obtain information relative to purchases.

- By dimension: Displays the same data as the above dashboard, but with the ability to use item dimensions also.

Access rights are managed in Administration - Users and access - Access right management, and more specifically in menu Purchases (101) - Analysis - Dashboard.

Sales dashboard

Back Office: Sales - Analysis - Dashboard

Front Office: Sales receipts - Statistics - Dashboard

This dashboard allows you to view and organize data relating to sales. It is also available in two versions: item and/or dimension.

- By item: Multiple selection criteria enable you to obtain information relative to sales.

- By dimension: Displays the same data as the above dashboard, but with the ability to use item dimensions also.

Access rights are managed in Administration - Users and access - Access right management.

- To authorize the access in Back Office, go to menu Sales (102) - Analysis - Dashboard.

- To authorize the access in Front Office, go to menu Sales receipts (107) - Statistics - Dashboard.

Discount dashboard

Back Office: Sales - Analysis - Dashboard

(Refer to Discount Management.)

This dashboard provides information on discounts applied to retail sales.

Access rights are managed in Administration - Users and access - Access right management, and more specifically in menu Sales (102) - Analysis - Dashboard/Discounts.

Sales conditions dashboard

Back Office: Sales - Sales conditions - Simulation/Dashboard

(Refer to Sales Conditions.)

Two reports are proposed for this dashboard:

- Document: Allows the comparison document by document of the various simulations performed.

- Item: Allows the comparison of the various document simulations, item by item.

Access rights are managed in Administration - Users and access - Access right management, and more specifically in menu Sales (102) - Sales conditions -

Simulation/Dashboard.

Loan dashboard

Back Office: Sales - Loans - Dashboard

(Refer to Loan Management)

This dashboard displays the status of each loan line, allowing you to obtain the statistics on the number of current loans, ratio of returned loans, and average duration of loans.

Access rights are managed in Administration - Users and access - Access right management, and more specifically in menu Sales (102) - Loans - Dashboard.

Customer services dashboard

Back Office: Sales - Customer services - Dashboard

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Front Office: Customers - Customer Services - Customer Services Dashboard

(Refer to Customer Services).

Two options are proposed:

- Customer services record: Retrieves information from the record headers.

- Customer services: Retrieves information from headers and lines.

Access rights are managed in Administration - Users and access - Access right management.

- To authorize the access in Back Office, go to menu Sales (102) - Customer services - Dashboard.

- To authorize the access in Front Office, go to menu Sales receipts (109) - Customer Services - Dashboard.

Gift list dashboard

Back Office: Sales - Gift lists - Analysis

Front Office: Customers - Gift lists - Analysis

(Refer to Gift lists)

This dashboard provides statistics on stores and/or customers holding gift lists, as well as on gift lists themselves.

Access rights are managed in Administration - Users and access - Access right management.

- To authorize the access in Back Office, go to menu Sales (102) - Gift lists - Analysis - Dashboard.

- To authorize the access in Front Office, go to menu Sales receipts (109) - Gift lists - Analysis - Dashboard.

Inventory dashboard

Back Office: Inventory – Query – Dashboard

Front Office: Management - Inventory

Several dashboards are proposed:

- Item/Dimension: Standard dashboard for inventory that works with the DISPO table (availability) and enables you to retrieve additional information on inventory, sales,

inventory movements and inventory snapshots. The primary query is always based on the current inventory or on inventory at a certain date (following full or simplified

inventory closure). It is not possible, for example, to display an item that was sold in a given period if this is not included in current inventory. This dashboard is available in

two versions: detailed by item and/or dimension.

- Internal movements: Allows you to view and organize data relating to transfers as well as special inputs/outputs.

- Advanced: Allows you to consolidate information relating to current inventory. You may consolidate up to 2 inventory snapshots and 2 sales, purchases or special movement

periods (refer to Advanced Inventory Dashboard.)

- Inventory age: This dashboard is only available in the Back Office (Inventory - Query - Inventory age.)

Access rights are managed in Administration - Users and access - Access right management.

- To authorize the access in Back Office, go to menu Inventory (103) - Query - Dashboard (and Inventory age.)

- To authorize the access in Front Office, go to menu Sales receipts (108), section Management.

Dashboards relating to report changes

Back Office: Settings - Management - Report modification

Dashboards available in this command allow you to modify the output masks relating to various dashboards proposed in Yourcegid Retail Y2 (purchases, sales, customers,

movements, discounts, inventory, etc.)

Access rights are managed in Administration - Users and access - Access right management, and more specifically in menu Settings (105) - Management - Report

modification.

Customer dashboard

Back Office: Basic data - Customers - Dashboard

Front Office: Customers - Customers management - Dashboard

This dashboard lets you view and organize data relating to customers on the basis of multiple criteria concerning loyalty, business operations, or items sold. Numerous

operations are also proposed from this dashboard, such as generating call-up lists, printing customer labels, or batch modification of customer records (see Customer

Analyses).

For your information, there is another dashboard in the Customers menu (available in the Reports command) which we recommend not to use because it is less recent and less

comprehensive.

Access rights are managed in Administration - Users and access - Access right management.

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- To authorize the access in Back Office, go to menu Basic data (110) - Customers - Dashboard.

- To authorize the access in Front Office, go to menu Customers (109) - Customer management - Dashboard.

Hide “Print” and “Export list” functions

Back Office: Administration - Users and access - User Restrictions/Action Profiles

You can hide the [Print] and [Export list] buttons for certain users with this dashboard. To do this, you must create a customer action profile:

1. Click the [New] button to create a profile record.

2. Uncheck the "Authorized print" and "List export authorized" checkboxes, then save.

3. Open the User record you wish to hide these functions for, then select the profile you have just created in the Restrictions tab.

The [Print] and [Export list] buttons will no longer be visible in dashboards for these users.

Objectives dashboard

Back Office: Objectives - Objectives - Reports

(Refer to Objectives Reports).

This dashboard allows you to track and adjust objectives and generate follow-up reports on actual sales against planned goals and/or history.

Access rights are managed in Administration - Users and access - Access right management, and more specifically in menu Objectives (216) - Reports

Batch Management - Contents

Batch management ensures the traceability of items in the Yourcegid Retail application.

- During inventory input, an ID is assigned in order to identify a set of items. This ID is referred to as a "batch".

- If items are removed from stock, this identifier is then retrieved in order to track the affected part of the batch.

This type of traceability can be useful for item characteristics (expiry date or use-by date), or for regulatory requirements corresponding to customs references allocated to

items as soon as they enter a territory. A batch is identified by means of dates and three references.

Required settings

Company settings

Internal reference formula

Picking rules

Item record

Store record

Document type

Access rights

Batch Entry

Creating documents for Inventory input

Focus on the Batch distribution screen

Modifying a document

Generating a document

Batch output

Document creation for inventory output

Focus on the Batch management screen (picking)

Entering and canceling picking

Special case of the Sales receipts module

Generating a document

Inventory and inventory counts

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Inventory management

Inventory count management

Import management

Purchase documents

Sales documents

Inventory/transfer documents

Batch Management Settings

Company settings

Back Office: Administration - Company - Company settings

Go to Commercial management/Items and populate the settings specified here.

Internal reference formula

Back Office: Settings - Items - Batch management/Batch formula

This formula allows you to populate automatically the internal reference field for the batch record. This coding is linked to the store so that it can be applied to the batches that

are created. In this case, an inventory input is created too. The internal reference for the batch has a maximum length of 35 characters. If the elements of the formula are

greater than 35 characters, you must change the formula.

For elements that vary in length (barcodes, item codes, or external batch codes), a message informs the user that the formula could be in excess of 35 characters.

The internal reference for the batch may include the following elements:

Picking rules

Back Office: Settings - Items - Batch management/Picking rules

Item record

Back Office: Basic data - Items - Items

The "Batch management" option is used to specify whether the item is managed by batch. This option is available in the Characteristics tab if the ORLI presentation is

enabled. If not, it is available via the General tab. This option is available for the following items:

- Merchandise-type items only

- Items managed in stock

Elements

Description

System date

Year, month, day, hour, minute, second and week.

Entry date, expiry date, and use-

by date

Year, month, and day for these dates.

Information linked to the

document

Type, stub, line number, and warehouse.

Information linked to the item

Barcodes, categories (levels 1 to 3), item code and collection.

Miscellaneous information

- Counter: Maximum length of 9 characters with a starting number. Note that if the

starting number is less than the length of the counter (for example, 100 for a length

of 6); digit 0 is added as a padding character (for example, 000100.)

- Description: has a fixed length and includes alphanumeric characters, spaces, and

the following characters: _ -

- External batch reference: Retrieved from External batch field.

- Batch tracking reference: Retrieved from the Tracked batch field.

Settings

When a document corresponding to an inventory input is validated and the

"Automatic assignment" option is selected, the internal reference for the batch is

populated automatically if this field is left blank.

Field

Description

Selection order

Based on the characteristics data defined for a batch, the picking rule determines

the order in which batches are taken from stock. The sorting order is determined by

the following information: Entry date, expiry date, use-by date, internal batch,

external batch, tracked batch, the available quantity in stock for a batch, etc.

Order

Contains the elements and the classification method for the sorting criteria

(increasing or decreasing).

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- Non-consigned and non-temporary items

An item managed via serial number cannot be managed via batch, and vice versa.

Store record

Back Office: Basic data - Stores - Stores

Batch management is enabled only if the "Batch management" option is ticked in the"Miscellaneous" tab of the store record. A batch formula and a picking rule are assigned

to the store in order to automate the allocation of batches when entering a purchase or sales document. This information is mandatory. You can access the formula and the

picking rule, if you have been granted access to the Batch formula and/or Picking rules menus.

You can also manage an exception to this management process for the store via the [Additions] button and the Exception on batch management option.

If the multi-warehouse setting is activated, the allocation of a warehouse must meet the following requirements:

- Store: A warehouse linked to a store that uses batch management can only be linked to another store that uses batch management.

- Exceptions to batch management: Warehouses and stores managing batches must have identical settings for this exception. An information message will be displayed.

- If the store is associated with a warehouse, which in turn is linked to several stores, exceptions can still be created if these exceptions are identical.

Miscellaneous tab

Document type

Back Office: Settings - Documents - Documents/Types

Select the document type concerned by batch management and go to the Inventory tab. The Batch management option allows you to define the behavior of the feature when

entering batch references (refer to Document Types /Inventory tab.)

Access rights

Back Office: Administration - Users and access - Access rights management

Access rights allow you to authorize certain Back-Office user groups to access the following menus:

Menu (105)—Settings - Items

- Batch management: Batch formula

- Batch management: Picking rules

Menu (103)—Settings - Query

- Batch management: Batch records

- Batch management: Movement history

Batch Entry

This topic explains how to create batches, manually, on documents that feed physical inventory.

Creating documents for Inventory input

Back Office: Inventory - Enter - Special movements

After the entry of the item, the Batch distribution screen will appear.

- Either automatically, if the Batch management option is set to "Mandatory" or "Proposal" for the document type.

- Or on demand, using the [Additional actions] button, and then the “Detail of batches” option.

The components of the batch can be entered via the batch distribution screen.

Focus on the Batch distribution screen

Field

Description

Batch management

Option to tick to allow the sore to manages batches.

Batch formula

Selection of the formal for the internal reference (see the previous section “Internal

reference.”)

Picking management rule

Selection of the picking rule that will be applied for an inventory output (sale, credit

note, special output, and inventory count).

Automatic picking

When a sale is entered, this option allows that a batch to be taken from stock is

selected automatically based on this rule, without any input from the user. This

option is only active for a sales document that decreases physical inventory. In this

case, the batch selection screen is not displayed during document entry.

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The screen is divided into 2 sections. The upper part of the screen displays the following information linked to the document line:

- Item code and item description

- Warehouse: Warehouse specified in the document

- Enter: Recovered quantities

- Total distributed: Sum of the line quantities displayed in the lower part of the screen.

The lower part of the screen displays the following information:

The following actions can be performed:

- : This button deletes the active line.

- : This button populates the "Internal batch" field for the active line based on the formula for the internal batch linked to the store.

Attention!

The field is populated with the information that was entered when the action was initially carried out. For example, if the formula refers to a piece of data that has not yet been

entered (expiry date, batch tracking, external reference, use-by date, etc.); the internal reference cannot include this piece of information and will not be updated by any future

modifications. If the external reference entered in the distribution already exists for the item, a message is displayed informing you that it is linked to an internal reference and

that this information should be taken into account for the current distribution in order to assign this movement to this batch.

Validation rules

- Rules linked to quantity: The distributed quantity cannot be higher than the quantity in the document line. The entry of a negative quantity is not authorized. If the document-

type entry method is mandatory, all line quantities must be distributed before they can be validated. Otherwise, the following message is displayed: "Not all quantities have

been distributed."

- Rules linked to batches: The “Internal batch”, “External batch” and “Tracked batch” fields must be populated. Only alphanumeric characters, spaces and special characters ".

_ - are allowed for these fields. However, the “Internal batch” field is not mandatory if the internal reference formula is checked with the “Automatic assignment” option (see

Internal Reference Formula) as it is populated with the formula elements during document validation.

- Generic rules: If an item code consists of more than one line with the same internal batch and the same external batch (or same tracked batch) the following message is

displayed: "External batch (or internal batch) XXX for item YYY is distributed across several lines."

Modifying a document

When modifying a document, removal or modification of the quantities does not result in the original entry being deleted, but rather an adjustment to the batch details. When

modifying a document linked to another document that affects physical inventory, the following occurs:

- The distribution of the batches is queried from the original document, and a corresponding message is displayed for the user

- The quantity of a batch-managed item cannot be higher than the quantity of the original document.

Generating a document

Manual generation

If the previous document type supports mandatory batch management and affects physical inventory, the current document and the items linked to a batch must meet the

following requirements:

- The quantity cannot be higher than the quantity of the original document

- Access to batch distribution is carried out based on the original document. A message is displayed informing you if the distribution is accessed for the current document.

Note that Item lines can also be added for batch-managed items. In this case, batch distribution must be entered before the document is validated.

Field

Description

Internal batch

Internal reference for the batch. If the formula for the internal reference is set to

automatic, the column is hidden by default.

The [Batch formula] button gives access to the entry feature of the reference.

The data entered in this field is priority data and is retained after the document has

been validated.

External batch

External reference for the batch.

Tracked batch

Tracking field that can be used to enter a supplier reference, for example. This field

is available if the company setting “Management of the batch tracking reference”

option is enabled.

Entry date

Populated with the date of the document by default

Expiry date

Enter the expiry date here. This field is available if the company setting

“Management of expiry dates” option is enabled.

Use-by-date

Enter the "Use-by date" of the batch here. This field is available if the company

setting “Management of use-by dates” option is enabled.

Quantity

Corresponding quantity.

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Example:

When a Supplier invoice is generated from a receipt, and you access the batch details for the lines corresponding to the receipt, the following message is displayed: "The

batches are managed for the previous document".

If the received quantity for item A is 10, the generated invoice cannot specify a quantity greater than 10.

Automatic generation

If the document to be created is subject to mandatory batch management, and if it includes at least one batch-managed item, automatic generation is not allowed for this

document. In this case, the following message is displayed: "Document XX includes batch-managed items: no automatic generation can be performed.”

Batch Output

If the picking rule automatically applies to the store, automatic assignment is performed once the document has been validated. Otherwise, the picking screen is displayed and

the user can select the batch to be distributed from the inventory.

Attention!

This automatic assignment of batches only applies to sales-type documents, such as customer delivery notes, customer invoices, receipts, etc.

For purchase-type documents (supplier credit notes on inventory), and output documents (special movements), the affected batches are allocated via the picking entry screen

in order to ensure optimum identification of the batches affected.

Document creation for inventory output

Back Office: Inventory - Enter - Special movements

On the document entry screen, picking is carried out via a batch distribution screen. This screen is displayed as follows:

- Automatically, if the Batch management option is set to "Mandatory" or "Proposal" for the document type.

- Or on demand, using the [Additional actions] button, and then the “Detail of batches” option

On the sales transaction entry screen, you can access the batch detail screen via the [Additional actions] button, and then the Detail of batches option.

If automatic picking has been defined for sales documents, you cannot access the batch detail screen and the following message is displayed: The batches of this line will be

allocated automatically

Focus on the Batch management screen (picking)

The screen is divided into 3 sections. The upper part of the screen displays information linked to the document line:

- Item: The list includes one or more batch-managed items that are present in the document.

- Available inventory: This section contains the available batches with the quantities that can be distributed. The display of batch lines depends on the classification

criteria defined for the picking rule associated with the store.

- Distributed stock: The distributed stock contains the detail per batch for the effected quantities that correspond to the document line.

Entering and canceling picking

Picking can be carried out as follows:

- Comprehensive picking: Based on the picking rule, the total quantity of the line is distributed to the batches. Attention! Comprehensive picking is performed for all of

the items displayed in the upper part of the screen.

- Line picking: The line selected in the Available inventory section of the screen is allocated to the distributed stock. If you double-click on an available inventory line, a

line picking is performed.

- Picking of a quantity: The quantity entered in the "Quantity" field is distributed for the selected batch.

You can cancel the picking using the opposite buttons (Comprehensive cancellation, Line cancellation, and Cancellation of a quantity.) You can access them by selecting a

line from the Distributed stock section.

For comprehensive cancellation mode, if several item lines are appearing in the upper part of the screen, a message will prompt you to confirm the cancellation of the picking

for dimensions.

When querying a document, the buttons for entering or canceling picking are not available.

Validation rules

The total of the distributed quantities must be equal to the quantity of the document line. For every batch, the distributed quantity cannot be higher than the quantity available

for that batch.

Special case of the Sales receipts module

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Connected mode: Return management

Returning an item implies restocking the original batch impacted by the sale.

If this batch is not found, the batch distribution screen is displayed in order to record the inventory input.

If remainder management for returns is enabled, the return can only be performed for the full original sales receipt. The quantities corresponding to the withdrawn batch(es)

will be added to stock again. Otherwise, the return will not be authorized. However, it is possible to enter the return without performing any checks.

If a receipt is put on hold, the picking that was entered is not retained. When loading the receipt, the picking must be entered.

Standalone mode

Picking entry is not available in standalone mode.

Generating a document

The same principles described in the “Batch entry” section apply to batch outputs.

Batch Import Management

You can import documents with batch references using the following variables:

- $$_LOTEXTERNE: Specifies the external reference for the batch

- $$_LOTINTERNE: Specifies the internal reference for the batch

- $$_LOTSUIVI: Specifies the tracking reference for the batch

- $$_DATEPEREMPTION: Expiry date of the batch

- $$_DATEDLU: Use-by date for the batch.

Options relating to expiry and use-by dates, and the tracked batch must be activated in the company settings when importing a file containing these values. Otherwise, the

dates are set to 2099-12-31, and the data in the Tracked batch field is not retrieved.

Importing purchase documents

Documents that increase physical inventory

When importing a purchase document that increases physical inventory, the batch is created. Consequently, the external batch and the internal batch (or tracked batch) must

be fed too.

- External reference and Tracking reference: The document is integrated, if at least one of these two references is specified. If these two references are missing, the following

message is displayed: "DOCUMENT - External batch and tracked batch not specified (store code + item code)."

- Internal reference: If the internal batch is specified for the file, this information is retrieved systematically. If the internal batch is left blank, it is taken into account by the

formula specified for the store. In this case, if the "Automatic assignment" option is checked for the formula, this field is populated during import using the formula.

Otherwise, the document is rejected with the following message: "The internal batch is not specified (store code + item code); automatic assignment is not supported." A

document including a batch-managed item with no internal reference and/or external reference specified is not integrated at all. Documents containing information linked to a

batch for an item that is not managed in batch mode, will not be integrated.

No effect on physical inventory

Information linked to the internal and external batches, or to the tracked batch is not mandatory for documents for which the batch management setting displays a value other

than "Mandatory".

If the batch management setting for a document type is Mandatory, or if the file includes an external batch for the lines, the rules described above will apply (see "Importing

documents increasing physical inventory.")

- Document that closes a previous document: The imported file must include the relevant external and internal references (and the tracked batch), as this information is used

again when adding merchandise to stock, and consequently at batch level.

Importing sales documents

When importing a sales-type document that decreases the physical inventory, the following rules apply:

Either, the file specifies any internal and external reference (and tracking reference, if supported) for the batches to be reduced:

This information takes precedence over the use of automatic picking at store level. These batch references must exist for the store and the item in question. If the batch does

not exist in the database (search for the internal, external, and tracking references), the following message is displayed informing that the document has not been integrated:

"Problem while searching for batch (warehouse code) (item code) (internal reference) (Tracking).”

Or, the file does not specify any internal and external reference (and tracking reference, if supported) for the batches to be reduced:

If automatic picking has been activated for the store, the document is integrated by reducing the batches based on the picking rule. Otherwise, the document is not imported

and the report includes the following message: "The batch references are not specified (warehouse code) (item code); automatic picking is not supported."

Expiry and use-by dates are not mandatory, even if they are supported. They are retrieved from the identified batch.

Importing inventory/transfer documents

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When importing documents that increase physical inventory, the same rules apply as for purchase documents.

When importing a document that reduces the physical inventory where this document is not a sales-type document, the batch must be identified in the file (internal batch,

external batch, and tracked batch, if supported).

Given that the withdrawal of inventory for a transfer or special movement is linked to a specific physically identified batch, the automatic picking rule linked to the store does

not apply.

Sales Conditions - Contents

The management of sales conditions is an optional module of Yourcegid Retail Y2. This is used to manage promotions after having analyzed the items of the sales receipt

according to their context (store, period, customer, etc.) Sales conditions are configured to apply once the process of entering items on a receipt is completed.

Examples of sales conditions:

- 2 pairs of trousers purchased for €15, instead of €10 each.

- When 2 items are purchased from the E05 collection, the third item can be purchased for €1.

- 2 products purchased from the “AROMAS” category for a minimum amount of €50 = 10% discount on an item from the “TROPICAL ISLANDS” category.

Each rule defines one and only one condition.

Warning!

Sales conditions are not appropriate to set sales, and can be used only at cashing (in documents of type FFO.)

Settings for application rules

General tab

Conditions on lines/Conditions on receipts tab.

Conditions on customers tab

Benefit tab

Benefit tab - Discount type

Additional setups

Manual selection of sales conditions

Alert message for gift certificates

Multi-level management

Sales conditions based on a list of items taking into account the concept of available inventory

Simulation tool

Step 1: Simulate a document

Step 2: Simulate a calculation

Reporting

Additional information

Applying sales conditions to receipts with null totals

Combining sales conditions

Order in which sales conditions are applied

Calculation algorithm for sales conditions

Discount management

Storing sales conditions

How sales conditions are used at checkout

Summary of screens available in Front Office

Printing sales conditions on pending receipts

Operating in standalone mode

Sales conditions with number of occurrences

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Sales conditions with triggers

User field management

Gift list management

Gift certificate management

Discount types and conditions

Examples of settings defined for sales conditions

Discounts on items of the grouping

Reduced price for X items bought

Third item at €1

Reduced price for X items bought from the same category

X items bought, the additional item is free

Gift offered

Gift certificate offered

Gift to select from a list

Progressive discount based on the quantity purchased

Doubled loyalty points

Customer's birthday discount

Discount on similar item

Applications Rules: General Tab

Back Office: Sales - Sales conditions - Rules

Defining a sales condition allows you to define when and how the rule will be applied.

Click the [New] button to create a new rule. This tab is used to define which rules will be applied to the current receipt.

Fields

Description

Sales condition

Sales condition code and description

Checkbox used to disable the condition (temporarily or not)

Restriction categories

The latter will limit the display of some data depending on users. You can then decide whether a

user should view certain sales conditions. If the user has access only to restriction category X, only

the sales conditions relating to the category the user is entitled to will be used. Restriction

categories are created in the Administration module, menu Users and access, command User

restrictions/Restriction categories (refer to User restrictions.)

Type of sales condition

Is used to define conditions of type "Line" or "Receipt" with the objective to use them in a

cumulative way. Depending on the selection made, the following two tabs will be displayed. Tab

Conditions on lines / Conditions on receipts.

For a same receipt, you may have X sales conditions of type "Line", but only one condition of type

"Receipt". (Sales conditions with discount type "On receipt" are considered as sales conditions of

type "Receipt".)

Level

This option is available if the “Multi-level management” company setting is ticked in Commercial

management/CRM/ This option triggers cascading applicable sales conditions. Sales conditions

are calculated by level (level 1, then level 2, etc.)

Application period

This field defines the period during which the rule is to apply.

Frequency

A frequency or periodicity defines a time or date range that can be used in sales conditions (refer

to Periodicities.)

The periodicity can be created by the means of this button, or entered directly via module

Settings - menu General - menu item Periodicities.

Exception periods

This area is used to manage exclusion periods for the sales condition.

Click this button to open the "Exception periods" window.

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Note that the bottom of the screen displays a summary of the application rules as well as of advantage granted.

Application Rules: Conditions on Lines/Conditions on Receipt Tabs

Back Office: Sales - Sales conditions - Rules

This tab allows you to check the receipt lines in order to search for the applicable rules. Some of the fields described hereafter will be displayed or not, depending on the tab

actually used - Conditions on lines or Conditions on receipt. The tab displayed is subject to the selections made previously in field "Type of sales condition” in the General

tab.

Header

Click this button to erase all the exception periods defined in this table.

Currency

The rule will only be applied in stores that use the same currency as the currency configured in the

rule. Therefore, in order to apply the same sales condition to stores that use different currencies,

you will need to create as many rules as there are currencies.

System

To ensure that amounts are managed consistently, a rule only applies to documents included in the

same system: Tax excl. or Tax incl.

Attention! If the tax inclusive system is used, customers configured for the tax exclusive system

will not be able to benefit from the sales condition. In the same way, if the tax exclusive system is

used, only customers configured for the tax exclusive system will be able to benefit from the sales

condition.

Markdown reason

Sales conditions must be linked to a markdown reason of type "Sales condition discount".

Markdown reasons can be created by the means of this button, or entered directly via module

Settings - Front Office - Markdown reasons.

Fields

Description

Exclusive rule on lines/receipts

Option available in the Conditions on lines tab

According the exclusive rule selected:

- Lines: is used to exclude the other line conditions. This line condition will be the only one

applicable; it cannot be combined with other line conditions.

- Receipts: is used to exclude receipt conditions.

Both options can be checked. In this case, the condition cannot be combined with another.

Consider free items

This option enables you to take into account free items when calculating sales conditions. Just

remind: free items are items for which the "Item for free at register" option is ticked in their

records. This option applies whatever the type of condition on items: trigger or grouping. If the

benefit generates a discount on the cheapest item, the free item will not be concerned.

Consider items with no line discount

Option available in the Conditions on lines tab

If this option is ticked, item record property “Line discountable” is not assessed in the benefit

calculation of the sales condition. All items are taken into account according to the value of the

Condition field (as explained below.)

- Applicable to all items: all items are taken into account, as the item property is ticked or not.

- Applicable to non-discounted items: only non discounted items of the selling line are taken into

account for the calculation of the sales conditions, as the item property is ticked or not.

- Applicable to discounted items: only discounted items of the selling line are taken into account

for the calculation of the sales conditions, as the item property is ticked or not.

Option supported in standalone mode.

Application example:

30% for 2 items and more, on the most expensive item concerned by the sales condition.

- Option not enabled: The sales condition will not be triggered if the item is not line discountable.

- Option enabled: The sales condition will be triggered differently:

- One of the two items is not line discountable: the most expensive item will be discounted.

- Both items are not line discountable: the most expensive item will be discounted.

- One of the two items is not line discountable, and it is the most expensive one;

nevertheless, the most expensive item will be discounted.

Option available in the Conditions on receipt tab

This option operates differently depending on whether the item is subject to a line discount (RL),

a total invoice discount (RP), or is not discountable (NRL, NRP):

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Example of operation with option “Maximize benefit”

Let us assume the following: a sales receipt includes an item with a base price of €100. A discount of 20% is applied to the cart (price list, salesperson...) i.e. a final unit price

of €80 for the cart.

- A line sales condition of 20% is applied too.

- As well as a receipt sales condition of 50%.

Consider items with no invoice total

discount

Option supported in standalone mode.

Application example:

For a purchase worth €10 and more, a discount of €15 is granted for the whole receipt.

- Option not enabled: The sales condition will be triggered and the €15 discount for the receipt

will be granted for the total invoice discountable item.

- Option enabled: One of the items is subject to a total invoice discount The sales condition will

be triggered and the discount of €15 will be granted and distributed on both items.

Condition

You can manage sales conditions for already discounted items; for example. You can define that

already discounted items can benefit from only 40% off whereas non discounted items can

benefit from 60% off. To do so, select the appropriated type of application from the selection list.

Please note that the selection "Applicable on non-discounted items” is impacted by the multi-

level management feature (see Multi-level management.)

Maximize benefit

This option is aimed at limiting the benefit granted by the sales condition, according to the

discount amount already granted for the line, so that you may manage a maximum discount

applicable for each line. According to the base price of the item (discounts based on the gross

price) or the net price of the cart (discounts based on the price taking into account discounts

already applied), the discount granted will be limited by defining a ceiling for the total amount

granted for a same item. This option is available only for the following discount types (selected

in the Benefit tab):

- On items of the condition

- X for Y

- On additional items

- On sales receipt

The forced selling price is considered as a discount granted by the salesperson and processed the

same way. In the case of a manual price change by the salesperson, this will be considered as the

base price of the item. When the discount maximization is enabled, the “Maximum discount”

column will be removed: The maximum discount amount will be applied automatically as

compared to the price selected. An example of operation is described hereafter, below this table.

Combinable with line rules

Option available in the Conditions on receipt tab

This option is used to add additional benefits. For example, the customer can benefit from line

rules combined with a discount of 10% on the receipt (loyal customer.)

Apply systematically

This option, proposed only if the benefit is of type “Gift” (‘refer to the Benefit tab,) offers the

possibility to apply the sales condition systematically. If the option is ticked, the Exclusive rules

on lines/receipts are disabled since they are not taken into account. Option recommended for

multi-level management (refer to Multi-level management.)

Maximization type

Base price

Cart

discount

Cart net

price

Line sales condition discount

Last net

price

Receipt sales condition discount

Last net

price

Without maximization

100

20% of 80 = 16

50% of 64 = 32

Versus base selling price

100

20% of 80 = 16

50% of 100 = 50

Discount already applied: 100 - 64 =

Therefore, the discount is 50 - 36 =

Versus net price

100

20% of 80 = 16

50% of 80 = 40

Discount already applied: 80 - 64 =

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Conditions on items

This section available in the Conditions on lines tab, limits the use of the rules according to several settings, and in particular according to the entry grid of the conditions

triggering the benefit (in the Benefit tab.) Note that after having completed the grid, if the conditions on items are modified, a message will display to inform you that the

benefit grid will be erased. You will have to populate it again according to the new conditions on items.

Condition on quantities

Condition on amounts

Therefore, the discount is 40 - 16 =

Field

Description

Item trigger

This field is available only if the Price/discount per grouping is not ticked. This trigger allows

you to define the items triggering the condition.

Triggers can be created by the means of this button, or entered directly via module Settings -

menu General - command Triggers. (Refer to Triggers.)

Price/discount per grouping

This option is available only for the following discount types (available in the Benefit tab): “on

items of the condition” and “gift”. Tick this option if you want to define conditions with item

groupings; then define the item grouping of your choice in the field Item grouping described

hereafter. Please note:

Item grouping

This field is available only if the Price/discount per grouping is ticked. It allows you to handle

benefits by item groupings. The groupings proposes are based on various values of the item

record, such as user-defined tables (e.g. department or category), user fields (only those of type

“Selection list” are proposed), item statistics 1&2, the item group/ (refer to Benefit specificity of

type “Item group”), and even one or more items (if you select the “Generic item” option.)

According to the item grouping selected, the benefit granted to the customer must be entered in

the Benefit tab (refer to Entry grid for the conditions triggering the benefit.)

Note that the item grouping must be selected before completing the Benefit tab; otherwise, a

blocking message will be displayed.

Presence of a minimum quantity in each

grouping

This field is available only if the Price/discount per grouping is ticked. This option is used to

combine several triggering conditions such as the purchase of a shirt and a pair of trousers. In

order to benefit from a condition, this allows cumulating several elements of a grouping, to be

defined in the Benefit tab (refer to Entry grid for the conditions triggering the benefit.) If

quantities are handled, the minimum quantity entered in the grid for the conditions triggering the

benefit will apply. In the example below, the condition will be met with 1 item from department

PA1 and 2 from department SO1. The condition will not be triggered if one item is missing.

Fields

Description

In multiples of

- Option ticked: The sales condition is subject to a quantity multiple. The benefit applies to all

groups of X items (X being defined in the “In multiples of” column of the entry grid of the

conditions triggering the benefit.)

- Option not ticked: The sales condition is subject to a minimum quantity. The benefit applies

from a minimum purchase quantity (quantity being defined in the “Minimum quantity” column

of the entry grid of the conditions triggering the benefit.)

Whether the option is ticked or not, you must fill in the entry grid for the conditions triggering

the benefit in the Benefit tab.

Example of operation

A sales condition triggers for a quantity of 2 items a discount of 10% The sales receipt includes 5

items, you will get the following:

- Option ticked (with a multiple of 2 defined in the entry grid for conditions triggering the

benefit:) items 1 and 2 trigger the condition and a 10% discount is granted for item 1. Items 3 and

4 trigger the condition, and a 10% discount is granted for item 3. Item 5 does not trigger the

condition and remains available for a possible other condition.

- Option not ticked (with a minimum quantity set to 2 in the entry grid for conditions triggering

the benefit:) items 1 and 2 trigger the condition and a 10% discount is granted for item 1. The

other items of the receipt are “flagged” and are no longer available for other discounts.

Incentive number

This setting is optional and defines the number of items triggering the display of the incentive

message defined in the Benefit tab (example of incentive message: Buy 2 items and get 30% off

for the third.) Please note:

- If this setting is set to 0; the incentive message will never display.

- If the number is reached, the message is not displayed anymore, and the sales condition will

apply.

Fields

Description

This field specifies how to calculate the receipt. For example, if to benefit from the sales

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Condition on stores

The condition on stores section allows you to restrict the use of the rule to one or more stores. Note that the list of stores is automatically limited based on the configured

currency.

Condition on keyword

Application Rules: Conditions on Customers Tab

Back Office: Sales - Sales conditions - Rules

This tab is used to specify the customers for whom the rule must be applied.

Header

Calculation type

condition, the rule requires a purchase of €100:

- Entire receipt: the entire receipt must amount to €100.

- Set of submitted items: the items of the condition must reach €100.

- Each item; each item of the receipt must reach €100.

Incentive minimum amount

This setting is optional and restricts the application of the rule to a receipt with a minimum

amount. The incentive message (defined in the Benefit tab) will be displayed at validation of a

document meeting the required incentive minimum amount (example of an incentive message:

€1000 spent = 1 gift worth €30.) Please note:

- If this setting is set to 0; the incentive message will never display.

- If the minimum amount is reached, the message is not displayed anymore, and the sales

condition will apply.

Fields

Description

Store trigger

This field specifies the stores triggering the condition (region, surface, etc.)

Triggers can be created by the means of this button, or entered directly via module Settings -

menu General - command Triggers. (Refer to Triggers.)

Fields

Description

Keyword

Enter the keyword that will trigger the sales condition. To avoid any error, note that the keyword

is automatically entered in uppercase.

The keyword entered or scanned in the sales transaction entry screen is compared to the

keywords present in each sales condition eligible for the customer. The entered value must be

exact.

When entering a sales transaction, you will use the [other actions/Business

operations/Keyword entry] button to access the keyword entry screen. There, you can add or

remove a keyword, and view those already entered. You just have to enter or select the keyword

to activate the benefit from the sales condition.

Scan is mandatory

In some case, the cashier should not be able to enter manually a keyword corresponding to an

offer. These keywords should only be accessed by reading a flyer. In this case, tick this option.

Fields

Description

Conditions on customers

Tick this option so that the sales condition applies to customers according to the criteria you will

define in this screen (also for loyal customers.) Note that if the customer, specified when entering

a receipt, is fictitious, it will not be possible to apply a rule containing a customer-based condition,

even if the Condition on customer checkbox is ticked.)

Customer trigger

The customer trigger enables you to define how the condition is triggered (region, birthday, etc.)

Triggers can be created by the means of this button, or entered directly via module Settings -

menu General - command Triggers. (Refer to Triggers.)

The management of occurrences enables the condition to be applied according to the defined

number of occurrences over a given period.

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Loyal customers

These conditions can be applied to loyal customers:

Remarks about of management of occurrences

If there is a trigger, the latter will be checked: if the customer is not referenced, the condition will not be met. Two conditions may coexist, but will be applied the following

way:

- The customer is loyal, but not referenced in the customer file: the application searches for conditions on loyal customers. (Note: A non-referenced loyal customer may be a

walk-in customer who nevertheless has a loyalty card.)

- The customer is loyal and referenced in the customer file: the application searches for conditions on loyal customers.

- The customer is not loyal, but referenced in the customer file: the application searches for conditions on non loyal customers.

- The customer is neither loyal, nor referenced in the customer file: the condition is not valid.

It is therefore possible to share the application of a condition according to a customer and his membership in a loyalty program.

Examples for a same condition:

- Referenced and loyal customer who has not been benefiting from this condition for 3 months.

Number of occurrences

The number of occurrences can be tested for several types of periods for referenced but non loyal

customers:

Please note:

- The default value is set to 0 and makes this option ineffective.

- The specification of a trigger is not mandatory to enable the control of occurrences.

Period

Defines the polling period with fixed dates.

Example: The customer comes to the store on January 21, 2014 to benefit from the sales condition

limited to 1 occurrence from January 1, 2014 to January 31, 2014. The application controls that the

condition has not been used yet for the customer over the given period.

Fields

Description

Conditions on loyal customer

Tick this checkbox if you want to apply the sales condition to the customer involved in a loyalty

program.

Loyalty program

The specification of a program is not mandatory to enable the control of occurrences. The

customer must just be loyal; therefore his membership to a loyalty program with an active card is

taken into account. These features are operational only for V2 loyalty.

Minimum number of points

This field refers to the number of points that may be set in a loyalty program.

Number of occurrences

The management of occurrences enables the condition to be applied according to the defined

number of occurrences over a given period. The default value is set to 0 and makes this option

ineffective.

Period

This field takes into account the various periods specific to loyalty:

Based on your selection, an additional field will display to specify this period.

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- Referenced and loyal customer who has not been benefiting from this condition for 1 months.

Applications Rules: Benefit Tab

Back Office: Sales - Sales conditions - Rules

This tab allows you to configure the advantages earned by the customer in cases where the rule has been applied successfully.

Header

Fields

Description

Discount type

This field defines the type of benefit that will apply; the selections proposed depend on the type of

the sales condition (line or receipt as defined in the General tab.) Click here to see all options

proposed.

Deduct the amounts paid in

This option will work only for sales conditions with discount type "Gift certificate".

It may be used if you want to exclude the customer from benefiting from the sales conditions if he

pays with certain payment methods such as a credit note or a gift certificate. Example: The

customer purchases an item worth €100 with a sales condition that generates a gift certificate of

€5. The customer comes back to the store and returns the item; a credit note of €100 is generated.

When the customer comes back again for a purchase and pays with the credit note, an action must

be performed.

Now, if the customer pays with a payment method of that list, the amount of this payment method

will be deducted in the calculation of the sales conditions.

Example:

A customer makes purchases for €100 paid with a bank card; the application generates a coupon

worth 5% (€5).

The customer comes back and returns the item: a credit note of €100 is generated.

The customer comes back again and makes purchases for €200. He pays:

- Case 1: with the credit note (in full) - Generation of a coupon worth 5% of the remaining amount

of the receipt, i.e. €100 (€5).

- Case 2: with the credit note + coupon worth €5 - Generation of a coupon worth 5% of the

remaining amount of the receipt, i.e. €95 (€4.75).

Allocation of the discount amount on

all items of the condition

This field is available only for a sales condition with discount type “On items of the condition/On

items of the grouping.” If this setting is checked, the calculated discount amount is allocated to all

the items covered by the condition. Please note! The discount amount remains the same, but this

amount is allocated to all items proportionally.

On items of the condition

In the case of a condition with discount type “Fixed price” the option enables the following:

- Option ticked: the final amount of the items of the condition is the one specified.

- Option not ticked: the final amount of the receipt is the one specified.

Priority

This option defines priorities for the sales conditions, without taking into the usual calculation

algorithm. You decide which sales conditions will be applied in priority for the customer. This will

work, if the “Priority management” company setting available in the CRM section is enabled.

Note that the default value is set to 1.

Lists of items

This field is available in the case of a discount of type Gift; it is used to select the list of items that

may be offered to the customer as benefit of the condition. This item is may also be based on

inventory criteria (items managed in stock and or items with negative or zero stock.) These options

may be checked when creating the list of items (refer to section “Options relating to sales

conditions.”)

Item lists can be created by the means of this button, or entered directly via module Basic

data - Items - Item list.

Discount in %

This field is available in the case of a discount of type Gift; it allows the customer to benefit from

a discount percentage for one of the gifts of the list (i.e. benefit from 50% off for one of the items

in the list.) Tick this checkbox to enter the discount percentage. This discount will apply to all the

gifts selected. This option is not available if the “Apply systematically” option is ticked (refer to

the Conditions on lines/Conditions on receipt tabs.)

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Entry grid for the conditions triggering the benefit

This grid is to be populated systematically, whatever the setup of the condition. Based on the type of discount defined, this grid may contain one or more lines.

You can define there that the benefit is a discount percentage or an amount applied to each item. You can also define the items of the grouping set in the Conditions on lines

tab. This benefit can be linked to a condition on quantities and/or on amounts.

The percentage-based discount can be rounded by selecting a value in field “Rounded”.

If the “Presence of a minimum quantity in each grouping” is ticked (see section Condition on items in the Conditions on lines tab,) the minimum quantity must be entered in

this grid.

Click this button to open the window for entering the quantity and/or amount ranges.

- If an item grouping has been defined in the “Conditions on lines” tab, the first column will be named like the grouping selected (generic item, user field, department,

collection, etc.) The grouping of type “Item group” is explained hereafter, in section “Benefit specificity of type Item group.”

- The “Min. quantity” column is displayed only if the “Condition on quantities” option is ticked.

- The “Min. amount” column is displayed only if the “Condition on amounts” option is ticked.

- The “In multiples of” column is displayed only if the option of the same name is ticked in the “Conditions on lines/Conditions on receipt” tabs. If the receipt contains fewer

items than this quantity, the condition is not met.

- The “Discount” column is used to enter a discount amount (i.e. €2 discount,) plus rounding.

- The “Unit price” column is used to enter a fixed price (with a maximum discount, plus rounding)

- The “Percentage” column is used to enter a percentage (with a maximum discount, plus rounding)

Specificity of benefit type “Item group”

If you have selected a grouping of type ”Item group” in the Conditions on lines tab, click this button to perform one of the following actions:

Creation of an item group

Click the [Access item group] button and populate the following fields:

- Description of the group: free input If nothing is entered, the field is initialized with the description of the first item, thus allowing the quick entry of a group with a single

item.

- Item table: Only one item code can be entered (generic or single item, service, assembly BOM.) If necessary, use the button displayed at the end of the Code field to search

for the item code of your choice. Please note: to enter a dimensioned item, you must enter its generic item. The input order is retained when saving. However, the item

entered, must not already be present in this group, or in another group of the sales condition; otherwise a blocking message will be displayed. Moreover, a non-blocking

message will display if more than 100 items are entered for all groups of the sales condition.

If you exit the inserted line without having entered an item, the line will be deleted even if it is the last line of the table. Once the entry validated, the group will be copied to

the line of the benefit table where you can enter additional information for the line (minimum/maximum quantity, minimum/maximum amount, etc.)

Selection of a new item group

To change an item group already selected in the benefit table, in field “Item group”, click this button displayed at the end of the field. A window displays proposing the

various item groups created so that you can select another group.

Deletion of an item group

Multigift

This option is available in the case of a discount of type Gift; it is used to handle more than one

gift in a list.

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Click this button to open the "Item group" window, and use one of the following buttons:

- This button allows you to delete the item line entered.

- This button allows you to delete the whole item group: the benefit lines associated with the item group are deleted first, and then the group.

Item

Message

It is possible to display a message summarizing the sales conditions upon cashing.

This message can be typed in the Discount field, or generated automatically by the means of this button. The message is generated by taking into consideration the

elements configured for the condition. If a message is defined to be displayed, this type of summary screen will display when a sales receipt is entered.

Fields

Description

All items

Specifies that the condition applies to all items of the condition.

Number of discounted items

Specifies the number of items for which a discount is granted.

Select item

Enables you to apply the discount differently, based on the selection made here. Example of a

receipt with 4 items (A1 at €10, A2 at €40, A3 at €20, A4 at €30) for which a sales condition if the

following type is applied: When you buy 2 items, you get 10% off for:

- The less expensive item(s): the discount is granted for A1 and A3 (the condition is used twice.)

- The most expensive item(s): the discount is granted for A2 and A4 (the condition is used twice.)

- In the receipt sequence: the discount is granted for A1 and A2 (the condition is used twice.)

- The less expensive item(s): the discount is granted for A1 and A4 (the condition is used twice.)

This option is useful only it the condition is triggered several times on the receipt: indeed it grants

the discount for the cheapest item of the group of the less expensive items, and for the cheapest

item of the group of the most expensive items (it gathers the cheapest items: A1 and A3, and the

most expensive: A2 and A4, and applies the discount for the cheapest item in each group.) In the

case where the condition is triggered only once, the discount will be identical to "the less

expensive" discount.

Number of iterations

This option, available for operations of type “line” only, defines the number of times the condition

will apply. Examples for 2 iterations:

- Sales receipt with15 items plus application of the following sales condition “ Buy 2,items, get the

third item free”; tis condition applies twice at most, so that the customer has 2 items free for 4

items bought.

Sales receipt with 5 items plus application of the following sales condition “Buy 1 item worth

€100, get 1 gift”; this condition is applied only twice, so that the customer will be granted at most

2 gifts.

However, conditions can be cumulative (according to the concept of exclusivity.) If there are two

sales conditions:

“Buy 2, get 3rd free” - 2 iterations are possible

“Buy 4, get 2 free” - 2 iterations are possible

These two conditions will fully apply for a sales receipt of 15 items:

- Twice for condition “Buy 4, get 2 free”, i.e. 4 items free for 8 items bought

- Twice for condition “Buy 2, get 1 free”, i.e. 2 items free for 4 items bought

- The customer will get 6 items free for 12 items bought.

These two conditions will partially apply for a sales receipt of 10 items:

- Twice for condition “Buy 4, get 2 free”, i.e. 4 items free for 8 items bought

- Once for condition “Buy 2, get 1 free”, i.e. 1 item free for 2 items bought

- The customer will get 5 items free for 10 items bought.

Note that in some cases, this field is grayed out and forced to 1 (the condition can only apply once

on the receipt.)

Item grouping

In the case of a condition of type "On additional items/On items of the grouping", you can specify

the items concerned via the item grouping.

Membership criteria

This option displays for conditions of type X for Y. If the customer buys 2 similar items, he will

be granted a discount. Similar items are items with the same membership criteria that you can

define here.

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Otherwise, if there is no message defined, only this information will be presented:

Regarding the incentive message, it will be displayed only if the option is checked, and message specified (Benefit tab.)

Benefit Tab - Discount Type

Back Office: Sales - Sales conditions - Rules - Benefit tab

This section describes all the options proposed for the “Discount type” field available in the Benefit tab of the sales conditions. This field defines the type of benefit that will

apply for the customer; the selections proposed depend on the type of the sales condition (line or receipt as defined in the General tab.)

On items of the grouping

The discount applies to all items of the receipt, being part of the grouping selected in the Item section, up to the number of discounted items defined here.

These items, as well as those used to trigger the condition, are then identified and are no longer usable by other sales conditions.

Moreover, items used to trigger the condition and being part of the the grouping defined, will also be discounted.

It is therefore mandatory to select in the Item section, the items to discount by populated the two fields linked to the Item grouping (see screenshot above,) otherwise an error

message will be displayed prompting you to enter this data.

Example of settings

- Discount on the Items of the grouping

On items of the condition

Only these items will be impacted by the discount or the change in the selling price.

Examples of settings

- Reduced price for X items bought from the same category

- Progressive discount based on the quantity purchased

On additional items

Only items that do not satisfy the rule will be impacted by the discount or the change in the selling price.

Examples of settings

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- Third item at €1

- X items bought, the additional item is free

- Gift offered

On sales receipt

All items are impacted by the benefit. In the case of a percentage, the calculation basis will take into account the receipt less the amount of other sales conditions. Example: a

receipt worth €50, with a line sales condition of €10. The final amount will be €50 - €10 = €40 - 10%

Example of settings

- Customer's birthday discount

None

None: no benefit will be granted to the customer. This type of rule is an incentive-based rule only; it allows a message to be sent to the customer, based on the previous

conditions.

Gift certificates

The benefit will be gained in gift certificates. Therefore, it is necessary to create a new gift certificate via:

- Settings - Management - Register operations: creation of a register operation for which the Financial item type field is set to “Gift certificate acquisition - sales condition” in

the Characteristics tab.

- Settings - Management - Payment methods: creation of a payment method for which the “Type” field is set to “Gift certificate acquisition - sales condition” in the Front

Office tab.

Once created, these elements will be available in the Gift certificate field and the codes specified there will be used on the receipt if the sales condition is applied.

The value of the gift certificate is determined in the table displayed in the Benefit tab, expressed in amount or in percentage of the total amount of the items covered by the

condition (by using minimum/maximum ranges or not.)

When using the gift certificate, if the type of use is "Payment method", the gift certificate will not affect the calculation of the sales representatives' margins, in contrast to

type "Discount".

Upon receipt entry, when calculating the sales condition, the acquisition of the gift certificate will not appear on the receipt, but will be printed shortly after.

In the outstanding payment screen, the gift certificates of sales conditions will be displayed with loyalty gift certificates.

Example of settings

- Gift certificate offered

Gift

The customer is granted one or more gifts. Gifts are chosen from a list managed with a value per item. Points are calculated with the items required in the grouping. The

number of points earned by the condition is 0.5 per item. The customer can choose an item worth 1 point:

Moreover, you can also offer as a gift a discounted item (not for free) to be selected from the list of items. You must then specify the percentage of discount in field Discount

in %:

Note that a same list may be used for several sales conditions. The gift list may be visible and modified on this screen with the appropriate rights. The list includes the

following information: code and description of the list, listed items with an estimate of the unit value for each item.

Example of settings

- Gift to select from a list

Fixed price

The customer may also benefit from a final fixed price. Two cases are possible. If in the Benefit tan, the field "On items of the condition” is :

- Checked: the final amount of the items of the condition is the one specified.

- Unchecked: the final amount of the receipt is the one specified.

In this case, the sales condition is exclusive It cannot be combined with another condition (neither with type line, nor with type receipt)

Note that variances in rounding will be applied to 1 item of the receipt.

Example of settings

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- Reduced price for X items bought

Loyalty points

This option is available only if the condition on loyal customer is enabled in the Condition on customers tab since the customer must be associated to a loyalty program. This

allows the customer acquiring loyalty points on a sales condition. You can set in the Benefit tab a fixed number of points or a multiplying coefficient. When a sales receipt is

validated, a line is added to the customer’s loyalty point counter. If two sales conditions of that type are applied, only one line is added to the loyalty point counter. Note: A

user-defined export can extract this information to be processed by an ancillary software application

Examples:

The customer is rewarded 50 loyalty points for 2 items bought:

These points will be earned in addition to potential gains generated by loyalty rules.

The customer doubles the number of earned loyalty points for 2 items bought:

If the customer earns 50 points by the means of the loyalty program, this sales condition gives him 50 additional points.

If you had entered a coefficient of 1.5 instead of 2, the customer would have earned 25 points more.

Example of settings

- Doubled loyalty points

X for Y

If the customer buys 2 similar items, he will be granted a discount. Similar items are items that have the same membership criteria.

In the example hereafter, same department, same collection:

To offer the second item, just apply a 100% discount to a minimum quantity of 2:

Note the following restrictions:

- A “non-discounted” item and a “discounted” item will not be eligible to the X for Y condition.

- Items from a gift benefit cannot increment the number of items bought.

Example of settings

- Discount on similar item

Additional Setups

Manual selection sales conditions

Setup

Back Office: Basic data - Stores - Stores

In the case where several conditions can be applied, this setup enables the salesperson when entering a sales receipt, to select manually the sales condition he wants to apply.

To offer this possibility, open the store record and tick the" Manual selection of sales conditions" option in the Miscellaneous tab. To display the relevant window upon

cashing, you must also populate field “Display the message when cashing” in the Benefit tab of the sales conditions. Note that this option is also available in the batch update

of store data.

Use at cash register

Front Office: Sales receipts - Sales - Enter transaction

Once the setup completed, and if several conditions can be applied, the “Choice of sales conditions” screen displays to enable the user to select the sales condition he wants to

apply. At each allocation, the sales conditions that are still applicable are displayed allowing the user to continue with the selection (see Choice of sales conditions.)

This button resets the default condition to the right grid.

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Alert message for gift certificates

Back Office: Administration - Company - Company settings

Go to Commercial management/CRM. Whether the "Alert on gift certificates for sales conditions" is enabled or not, the operating mode will be the following:

- If the setting is enabled: a message will alert the salesperson that the customer has gift certificates relating to sales conditions.

- If the setting is not enabled: the customer must inform the salesperson that he wants to use the gift certificates.

Multi-level management

Overview

The multi-level option is used to manage cascading sales conditions. Sales conditions are then calculated by level. They are selected according to their eligibility and sorted by

level. Each level is studied successively in an orderly way:

- Study of level 1: All sales conditions of level 1 (line and receipt) are studied to determine the best application choices. The engine grants each quantity of each line a

discount amount.

- After this calculation, level 2 is studied: all items become available again for every level. The sales conditions of level 2 are studied to assign new discounts, taking into

account the same constraints: one line discount of level 2 per item, and one discount of level 2 per receipt. The engine does not change; it grants each quantity of every line a

discount amount based on the amount already deducted from the discount of level 1.

- After this calculation, the next levels are studied: the engine is restarted as long as there are still sales conditions of higher levels.

Settings

In order to implement this working:

1. In the company settings via Commercial management/CRM, enable the "Multi-level management” option.

2. In the General tab of the sales conditions, use the "Level” field to specify the number levels supported for the sales condition.

Exclusive management

In the Conditions on lines/on receipt tabs, the selection list proposes several options. If option “Applicable on non-discounted items” is selected, the multi-level management

works as follows:

- If there is a sales condition on level 1, the item will be discounted. In this case, a sales condition of level 2 applicable on non-discounted items will not apply. However, a

sales condition of level 3 applicable on discounted items will apply.

Manual selection sales conditions

In the Miscellaneous tab of the store record, use the “Manual selection of sales conditions” to specify whether the salesperson may select the sales condition manually from a

list during a sales transaction. To display the relevant window upon cashing, you must also specify in the Benefit tab of the sales conditions field “Display the message when

cashing”.

Sales conditions based on a list of items taking into account the concept of available inventory

You can select in the Benefit tab the list of items that may be offered to the customer as benefit of the condition. This item list may also be based on inventory criteria (items

managed in stock and or items with negative or zero stock.) These options may be checked when creating the list of items (refer to section “Options relating to sales

conditions.”)

Simulation Tool

Step 1: Simulate a document

Back Office: Sales - Sales conditions - Simulation/Document entry

This simulation tool enables the user to enter fictitious receipts with simple information. The header of the screen is used to enter additional information:

- Store

- Date/Time of the receipt

- Customer

- Currency

- Invoicing: exclusive or inclusive of tax

- Etc.

Once the header information populated, click on this button to insert the items concerned by the simulation.

The simulator recalculates the benefit of the sales conditions for each receipt and then allocates the best combination.

These fictitious receipts will be memorized for further simulations.

They are saved with the discounted price of the sales conditions, with the aim to control and validate possible changes in the setup.

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A global control can be performed to carry out a comprehensive simulation of the set of fictitious receipts.

Step 2: Simulate a calculation

Back Office: Sales - Sales conditions - Simulation/Simulation

A simulation is described by a code, a description, a calculation date and a notepad. You will find hereafter the simulation of the "customer's birthday" as described here.

The notepad contains the list of the sales conditions used for the simulation and the list of the receipts selected.

This button is used to delete the calculations made for the current simulation.

This button is used to launch the calculation of the current simulation.

These two processes undergo a selection step for the receipts to take into consideration.

Reporting

Back Office: Sales - Sales conditions - Simulation/Dashboard

Dashboard for simulation documents

Allows the comparison document by document of the various simulations performed.

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Dashboard by item

Allows the comparison of the various document simulations, item by item.

Additional Information about Sales Conditions

Note that sales conditions are not calculated on return lines, financial items and assortment BOMs. However, sales conditions can be calculated on assembly BOMs.

Applying sales conditions to receipts with null totals

Upon cashing, if a sales receipt is null (price at zero), sales conditions will also apply.

Warning!

Only the conditions granting a gift or a gift certificate (with a fixed amount and not a percentage) are taken into account. This also applies if the null receipt is put on hold.

Combining sales conditions

Sales conditions cannot be combined. Two different discounts cannot be applied to the same item.

However, discounts arising from different sales conditions can be applied to the same line if the quantity defined is greater than 1. If a line meets an amount-based discount

rule and a percentage-based discount rule simultaneously, the latter is converted to an amount-based discount for comparison purposes.

Order in which sales conditions are applied

Sales conditions are sorted by gains. This means that the sales conditions of type line, with control on quantities and amounts are applied first (in decreasing order.) Then,

sales conditions of type receipt are applied in decreasing order of amounts.

Calculation algorithm

Conditions are then sorted as follows:

1. Sales conditions are first selected according to dates, store triggers, restriction categories, tax inclusive or exclusive systems, and currency.

2. Then, the selected sales conditions are calculated independently, one by one to see which ones can be triggered for the receipt, according to items , amount, quantity,

customer, etc.

3. Sales conditions are sorted as follows according to the possible selection of option “Condition on quantities”:

4. Then, a calculation will be made on these sorted sales conditions according to their exclusive rule.

Is considered as exclusive the relevant status of fields “Exclusive rule on lines/receipts” and “Combinable with line rules” in the “Condition on lines/receipt” tab. As you

know, you may have for 1 receipt, X conditions of type “Line”, but only 1 of type “Receipt”.

For example: You have the following 4 sales conditions SC1=discount € 10, SC2=€ 20, SC3=€30€, SC4=€40. Sales condition SC4 is of type “receipt”. Sales conditions will

apply in the following order: SC3, SC2, SC1, SC4.

5. Then, the system applies the sale conditions on the receipt in the preset order. In the previous example, the system applies the SC3 sales condition.

Then, it tries to apply sales condition SC2 (that will apply or not, if there are enough items available on the receipt; the system will apply sales conditions until there are no

conditions to apply anymore.

In doing so, the system ensures that the most advantageous combination will be applied for the customer.

6. Enabling priority management (Benefit tab) makes the system ignore the ranking mentioned above.

Sales conditions will be applied according to the priorities defined in the rule: First sales conditions with priority 1, then sales conditions with priority 2, and so on.

Type of sales

condition

Status of fields “Condition on quantities”

Line

1. In priority sales conditions for which the “Condition on quantities” option is ticked.

2. If several conditions have this option ticked, they will be sorted by decreasing discount

amount.

3. Conditions for which the option is not ticked.

Receipt

If several sales conditions have this option ticked, they are sorted by decreasing discount

amount, given that sales conditions with a benefit of type “On receipt” are considered as sales

conditions of type “Receipt” (even if their displayed type is “Line”.)

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If there is a tie, the original sorting operation will be resumed.

Discount management

Invoice total discount and line discount

Invoice total and line discounts of type "Sales conditions" cannot be applied to the same document.

Interaction with other discounts

Sales conditions are applied before loyalty points are calculated. The amount that is used to calculate the loyalty points takes into account the discounts arising from the sales

conditions.

On the other hand, the minimum amounts configured for a sales condition rule are calculated after the calculation of the discounts that are applied to the lines manually.

Storing sales conditions

Back Office: Sales - Analysis - Discount dashboard

The application of the sales condition to a receipt can be traced by the means of the discount reason. If this reason management is not sufficient, it is possible to find exactly

which sales have benefitted from which sales conditions.

In the case of a discount of type gift relating to a sales condition, the line added includes this information at discount level.

Warning!

This operation mode is used even if the item is a free item. In this case, the discount amount is equal to 0; otherwise it matches the amount of the proposed gift. The discount

dashboard reports this information. Therefore, use the Sales condition criterion available in the Standards tab.

Summary of Screens Available in Front Office

Front Office: Sales receipts - Sales - Enter transaction

After the entry of the items and the customer, the application calculates if all the requirements for the current receipt are met to apply the sales condition. The following

screens may be displayed:

Incentive message

An incentive message displays for the cashier so that he may inform the customer on the sales conditions he is about to get, for example, if 1 item is missing to trigger the

sales condition (refer to the Benefit tab.)

Choice of sales conditions

The Choice of sales conditions screen displays one or more sales conditions applicable to the customer.

You just have to select the sales condition to apply by moving it to the right table, and validate the screen. If need be, you may view the detail of the sales condition by the

means of the appropriate option.

In the case where no message for cashing (see the Benefit tab) has been defined, only the following information will be displayed:

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Clicking this message also displays the detail of the sales conditions.

Items to select from a list

This screen displays in the left pane the list of items from which the customer selects his gift. Note that only items available in stock are visible. If no item is available, a

message will state this.

These buttons are used to move the gift chosen by the customer to the right list, or move it back to the left list if it is mistaken.

These buttons are used to move within a long list.

Also note that amounts (available and remaining) are updated once the value of the gift is reached.

Just remind: the value of the gift is determined when the benefit is defined in the entry grid of the sales conditions triggering the benefit.

Meaning of the available buttons

Access the item record of the selected item.

Remove all the elements selected.

Validate the selection made and go to payment.

Go back to the receipt entry.

Manual selection of the sales condition

If the manual selection is enabled, the screen displays and prompts the user to select the condition. For further information, go to the paragraph describing the manual

selection

Entering a keyword to activate the sales condition

When entering a sales transaction, you will use the [other actions/Business operations/Keyword entry] button to access the keyword entry screen. There, you can add

or remove a keyword, and view those already entered. You just have to enter or select the keyword to activate the benefit from the sales condition. (Refer to the Conditions on

lines/Conditions on receipt tabs.)

Printing Sales Conditions on Pending Receipts

Front Office: Sales receipts - Sales - Enter transaction

If a pending receipt is printed, the calculated discounts of the sales conditions are displayed and the final price of the receipts takes these discounts into consideration.

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Only the standard template can display these discounts. For a specific report, the required changes must be carried out.

Note that the calculation of the sales conditions for pending receipts is subject to a register setting, available via module Settings - Front Office - Register; open tab Receipt

(continued) and tick the "Sales conditions on pending receipts."

For sales conditions with discount type "Gift", the list of gifts to be chosen will not be displayed.

The window will display only when the receipt is validated (before the entry of installments)

The same principle applies to sales conditions with discount type pre-recorded "Gift certificate", the window that allows the selection of the certificates is displayed only at

the validation of the receipt (before the entry of installments.)

How Sales Conditions Are Working in Standalone Mode

The use of sales conditions in standalone mode is limited by the unavailability of certain information.

Sales conditions with number of occurrences

Sales conditions with a defined number of occurrences do not work (refer to the Conditions on customers tab.) To operate with standalone mode, this field must be set to 0.

Sales conditions with triggers

- Conditions with a specified customer trigger: Conditions with a customer trigger relating to fields of the customer record that are not (or cannot be) downloaded to

standalone mode. For example, the “Customer’s birth date” criterion is never sent. Therefore, if a condition relates to a customer trigger that depends of the customer’s

birthday, the condition will not be applied.

- If certain sales conditions are based on triggers, you must check the corresponding setting for exporting user-defined tables and user-defined item fields in the price list

aggregate settings.

Grouping on user fields

Back Office: Administration - Scheduled tasks - Price list aggregates - Exported data tab

User fields can be taken into account in standalone mode (refer to the Conditions on lines tab.) It is possible to export up to 5 user fields at the level of price list aggregates.

For further information about the management of these fields, please refer to the section about user fields.

Management of gift lists

Gift lists used for sales conditions are copied to the register automatically, for their use in standalone mode.

Warning!

In order to avoid systemizing significant traffic when synchronizing the register for standalone mode, the following precautionary measures must be taken:

- Only gift lists (composed of items or services) usable by the sales conditions of the store are recovered.

- Only the gift lists modified since the last synchronization are recovered.

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Note that for item lists:

- In connected mode: only items with a physical inventory >0 in the store are displayed

- In standalone mode: all items are displayed (in stock or not.)

Gift certificate management

Only pre-recorded gift certificates are not available in standalone mode.

Discount types and conditions

Sales conditions with a Gift discount type and those with Conditions on loyal customer are not usable in standalone mode.

Discount on Items of the Grouping (with Condition on Quantity Bought)

Back Office: Sales - Sales conditions - Rules

Examples of settings defined for a sales condition subject to the purchase of items from a same grouping (i.e. Department) and conditioned by a quantity that may be either a

minimum number of items, or a “multiple of...” Indeed, if option “Condition on quantities” is ticked, you can:

- Either tick option “in multiples of” and define this in the input grid of the benefit triggering conditions.

- Or enter a minimum purchase quantity, directly in the input grid of the benefit triggering conditions.

Let us imagine the following items to illustrate the examples below:

- Category BODY CARE (SO3:) C29331 and C23323.

- Department CARE: SH3765 and COND765

Example 1

For a multiple of 2 items bought in the CARE department, the customer gets 10% off for the 1st item found in the BODY CARE category.

Conditions on lines tab

Benefit tab

Result on the cash register

- Case 1: Enter a sales transaction with 2 items from the CARE department with 1 item (C29331) from the BODY CARE (SO3) category. The condition is

triggered and applies the discount to item C29331.

- Case 2: Enter a sales transaction with 3 items from the CARE department with 2 items (C29331 and C23323) from the BODY CARE (SO3) category. The

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Example 2

Example 3

condition is triggered and applies the discount to item C29331 (1st item found.) Items C29331 and CON765 are flagged by the sales condition (1 group of

2.)

- Case 3: Enter a sales transaction with 4 items from the CARE department with 2 items from the BODY CARE (SO3) category, in the following order

(C29331, SH3765, COND765 and C23323.) The condition is triggered and applies the discount to item C29331 (1st item found.) for the first group of the 2.

Then, the discount applies to item C23323 (1st item found) for the second group.

For a multiple of 2 items bought in the CARE department, the application searches for the less expensive item of the BODY CARE category and then

calculates 10% of its value that will be then distributed to all items belonging to this grouping.

Conditions on lines tab

Benefit tab

Result on the cash register

Enter a sales transaction with 3 items from the CARE department with 2 items (C29331 and C23323) from the BODY CARE (SO3) category. The condition

is triggered and calculates the discount: 10% of the value of the less expensive item (distributed to all items.)

For a multiple of 2 items bought, the application searches for all items of the BODY CARE category and then calculates a 10% discount for all these items

belonging to the grouping.

Conditions on lines tab

Benefit tab

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Example 4

Result on the cash register

Enter a sales transaction with 4 items from the CARE department with 3 items from the BODY CARE (SO3) category. The condition is triggered and

calculates a discount of 10% for each of these 3 items. The 4 items will be “flagged” by the sales condition (1 group of 2), since the system takes the first 2

items and discounts all the items of the grouping.

From 2 items or more, bought in the CARE department, the customer gets 10% off for the 1st item found in the BODY CARE category.

Conditions on lines tab

Benefit tab

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Example 5

Example 6

Result on the cash register

- Case 1: Enter a sales transaction with 2 items from the CARE department with 1 item (C29331) from the BODY CARE (SO3) category. The condition is

triggered and applies the discount to item C29331.

- Case 2: Enter a sales transaction with 3 items from the CARE department with 2 items (C29331+ C23323) from the BODY CARE (SO3) category. The

condition is triggered and applies the discount to item C29331 (1st item found.)

- Case 3: Enter a sales transaction with 4 items from the CARE department with 2 items (C29331+C23323) from the BODY CARE (SO3) category, in the

following order (C29331, SH3765, COND765 and C23323.) The condition is triggered and applies the discount to item C29331 (1st item found.)

From 2 items or more, bought in the CARE department, the application searches for the less expensive item of the BODY CARE category and then

calculates 10% of its value that will be then distributed to all items belonging to this grouping.

Conditions on lines tab

Benefit tab

Result on the cash register

Enter a sales transaction with 3 items from the CARE department with 2 items (C29331+ C23323) from the BODY CARE (SO3) category. The condition is

triggered and calculates a discount worth 10% of the value of the less expensive item (values distributed to all items.)

From 2 items or more, the application searches for all items of the BODY CARE category and then calculates a 10% discount for all these items belonging

to the grouping.

Conditions on lines tab

Benefit tab

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Reduced Price for X Items Bought

Back Office: Sales - Sales conditions - Rules

Example of settings for a benefit of type: 2 pairs of trousers purchased for €15, instead of €10 each.

Conditions on lines tab

Result on the cash register

Enter a sales transaction with 4 items from the CARE department with 3 items from the BODY CARE (SO3) category. The condition is triggered and

applies the discount to the 3 items.

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Benefit tab

Third Item at €1

Back Office: Sales - Sales conditions - Rules

Example of settings for a benefit of type: When 2 items are purchased from the11H collection, the third item can be purchased for € 1

Conditions on lines tab

Benefit tab

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Reduced Price for X Items Bought from the Same Category

Back Office: Sales - Sales conditions - Rules

Example of settings for a benefit of type: A pair of football shoes for €119, two pairs for €199.

Conditions on lines tab

Benefit tab

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X Items Bought, the Additional Item is Free

Back Office: Sales - Sales conditions - Rules

Example of settings for a benefit of type: 13 bottles for the price of 12.

Conditions on lines tab

Benefit tab

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Gift Offered

Back Office: Sales - Sales conditions - Rules

Example of settings for a benefit of type: A bag is offered for 3 items purchased for a total receipt minimum of €80.

Conditions on lines tab

Benefit tab

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Gift Certificate Offered

Back Office: Sales - Sales conditions - Rules

Example of settings for a benefit of type: For €80 spent, a gift certificate worth €10 is offered.

Conditions on lines tab

Benefit tab

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Gift to Select from a List

Back Office: Sales - Sales conditions - Rules

Example of settings for a benefit of type: 3 items bought = 1 gift worth €10 to select from a list.

Conditions on lines tab

Benefit tab

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Progressive Discount Based on the Quantity Purchased

Back Office: Sales - Sales conditions - Rules

Example of settings of a benefit of type: A pair of shoetrees for €19. Three pairs for €48. Ten pairs for €149.

Conditions on lines tab

Benefit tab

Ticking option "All items" makes benefit all items that are part of the condition.

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Loyalty Points

Back Office: Sales - Sales conditions - Rules

Example of settings for a benefit of type: For 2 watches purchased, the loyalty points earned for the receipt are doubled.

Conditions on lines tab

Conditions on customers tab

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Benefit tab

Customer's Birthday Discount

Back Office: Sales - Sales conditions - Rules

Example of settings for a benefit of type: For the customer’s birthday, 10% off for 2 items bought.

Conditions on receipt tab

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Conditions on customers tab

Benefit tab

Discount on Similar Item

Back Office: Sales - Sales conditions - Rules

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Example of settings for a benefit of type: buy 2 items from the same department and same collection, the less expensive will be free.

Benefit tab

Retail Selling Price Lists - Contents

A price list consists of a price list type and an application period. To create a price list, it is therefore necessary to define first the price list type and the application period.

When using price lists, the price of an item can be related to the following:

- The document date (price list application period)

- The store (price list defined for the store)

- The customer or customer category (if a customer price list has been defined)

The Sales Pricing & Promotions (P30453) module must be serialized before you can use this functionality.

Settings for retail selling price lists

Company settings

Rounding methods

Price list types

Application periods

User record

Store record

Access rights

Creating price lists

Specifying a price list when creating an item

Creating a price list by item

Creating a price list by item category

Creating a price list by customer

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Creating a price list by customer category

Updating price lists

Update procedure

Automatic generation

Generating price lists automatically

Managing and controlling price lists

Querying price lists

Editing price lists

Closing price lists

Deleting price lists

Input lists

Labels on new price lists (inclusive of tax)

Comparative report on item price lists

Items without price list

Retail Price List Settings

Company settings

Back Office: Administration - Company - Company settings

Go to Commercial management/Pricing and populate the settings specified here.

Rounding methods

Back Office: Settings - Management - Rounding methods

This command is used to configure rounding methods (see Managing Rounding).

Price list types

Back Office: Sales - Pricing - Price list types

Click the [New] button to create a new price list type and populate the following fields.

Application periods

Back Office: Sales - Pricing - Application periods

Click here for more information on price list application periods.

User record

Field

Description

Price list type

Enter a code and a description for the new price list type.

Pricing system

Used to define if the selling price list is tax inclusive or tax exclusive.

Currency

The price list type is expressed in a single currency that must be defined when

creating the price list.

Coefficient

The Coefficient is the same as the coefficient applied when creating the price list

and is based on the price entered in the item record.

Exceptions by store

This field is used to manage price list exceptions by store. This option is not

modifiable.

Update of price list by

store in purchasing

If the selling price list is entered in purchase documents, the price list update by

store in purchasing will update the following data:

- The store price list for the purchase document if the option is selected.

- The price list for “all stores” if the option is not selected.

Consider prices of item

record

- Option selected: The item selling price will be retrieved if there is no price list

found.

- Option not selected: The item price will not be retrieved.

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Back Office: Administration - Users and access - Users

For each user, you can restrict the visibility of price lists. Therefore, open the user record and go to the Restrictions tab. You can select the various price list types that the user

is authorized to view in the "Restrictions" tab in the user record. If no value is selected, the user will have access to all price list types.

Store record

Back Office: Basic data - Stores - Stores

The "Contact information" tab in the store record is used to associate a selling price list with a store. Note that you can also associate a purchase price list with the store in this

record. (see Retail Purchase Prices).

Access rights

Back Office: Administration module - Users and access - Access right management

Menu Sales (102) - Pricing

This menu lists all available options used to manage retail selling price lists. According to the authorizations, you want to grant to user groups, enable the appropriate access

rights.

Retail Price List Application Period

Back Office: Sales - Pricing - Application periods

This command allows you to enter “Promotion” type periods for price lists applying to all stores. You may define different dates for stores and call them exceptions.

Configuring price periods

Application periods are defined, for tax-inclusive and tax-exclusive price lists. Click the [New] button to create an application period and populate the following fields.

Entering dates by store

Once the Promotional period option checked, the [Change application dates for a store] button becomes active so that you will be able to adjust price list dates for each

store. The list of stores will be displayed when the window is opened:

- The list is limited to only those stores meeting user restrictions.

- If the period is associated to a price list, only those stores associated to this price list will be present on the list.

- The rounding method and dates displayed are those for the generic period for stores that are not exceptions. Otherwise, the ones will be set for the store with an exception.

Deleting an exception for a store is done by re-entering the generic period information.

Database storage

When validating store records, only those records with exceptions will be stored in the database.

Field

Description

Code for period

Specify the code for the period being created.

Price list code

Select the price list type to be associated with the application period. An

application period can be linked to a price list type. This link is mandatory if the

"Price list period always linked to a price list code" company setting is checked in

the Pricing tab.

Description

Application period description

Promotional period

If this option is not selected, the application period will be considered permanent.

Otherwise, the application period will be considered as a promotion. It will then

have a start date and/or end date, rounding type and a markdown reason.

Moreover, the [Change application dates for a store] button will be enabled

so that you will be able to manage store exceptions in order to adjust price list

dates for each store (refer to the following section “Entering dates by store”.)

Starting date

The price list will be applied on this date.

Ending date

The application period for the price list expires on this date. This field can only

be populated if the period is a promotional period.

Rounding type

The Rounding type will be the same as the rounding type used to calculate

discounted price lists for promotional periods.

Mark-down

A Mark-down reason must be selected to justify any discount applied to a price

list corresponding to this promotional period.

Cascading discounts

The Discount in series option allows you to choose whether to authorize a

discount in addition to the discount already existing for the promotional period.

Please note! The periods that series discounts are to be applied to cannot start on

the same date.

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Changing periods

Change generic periods

Generic period dates will become modifiable if there are store exceptions, but there is no impact on the dates entered as exceptions.

Carry forward information to periods set by the store

Data other than dates are always carried forward to the periods set by stores (markdown code, series, etc.).

Carry forward to price lists

If modified, generic period dates will be carried forward to all price lists applied to the stores that are not exceptions to the period. The outside dates of the period (the earliest

start date and the latest end date for exceptions and the generic period) are carried forward to all price lists without the notion of store.

Changing exception periods

The dates and rounding methods may be changed in each store.

Carry forward to generic periods

Concerning the date range for exceptions (the earliest start dates and the latest end date), this information is carried forward to the screen in the following way:

This information is calculated when being displayed on this screen or when validating the exception screen:

- Display of the most recent start date for exceptions if it is before the base period.

- Display of the oldest end date for exceptions if it is after the base period.

Carry forward changes to price lists

Changes in store dates and rounding for stores with exceptions are carried forward to all price lists affecting these stores, with this period as an exception (may be changed in

the Sales module - Pricing - Item price list).

If deleting a store with exceptions (e.g. Changing dates for the ones of the generic record), then the generic period dates will be carried forward to price lists for this store.

Imports

As a reminder, here is an example of an import format and file corresponding to a price period, with a generic record (store set to “...”) and three “exception” records, for three

different stores with different dates.

Here are the results of this import in Sales - Pricing - Application periods/Tax inclusive price:

Importing an exception no longer causes the recalculation of the start and end dates of the generic period, and updating the generic period dates causes the deletion of the

exceptions with the same dates. Information will be carried forward the following way:

- To import an exception period (store entered), changes to dates and rounding are carried forward for all price lists concerning this store in this period.

- To import a generic period (store set to “...”), changes made to dates and rounding are carried forward for all price lists set for stores that do not have exceptions. For price

lists set without the notion of store, these outside dates will be carried forward.

History recovery

There is not history recovery, but an SQL purge of superfluous exceptions corresponding to the old storage system is made available to enable a manual startup for time

periods with light activity, for customers wishing to purge their period tables. This SQL is explained in the following procedure:

Y2_P207_V1100_Best_Practices_and_Performance_Optimization.

Creating Retail Price Lists

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To create a price list, you can use the following methods.

Specifying a price list when creating an item

At item creation

If the "Price list proposal in item creation" company setting is selected (see Company Settings), you can enter price lists directly when creating an item. Once you validate the

item created, the "Base price list of item" window will be displayed. Price lists are created according to the base period defined in the company settings. The price specified by

default corresponds to the retail selling price entered in the item record multiplied by the coefficient configured for the price list type.

Updating the price list of every dimension

If the price list is generated by dimension, then after validation, you can modify the price list for each dimension by clicking the [Modification of dimensions] button.

Calling the Base price list window

After validation, you can also access this window in the item record by clicking the [Additional information/Base price list] button.

Creating a price list by item

Back Office: Sales - Pricing - Item price list

This feature enables you to create a price list (tax inclusive or tax exclusive) for each item. The following data should be entered:

- The price list type

- The application period for the price list

- The store where the price list will be applied, or “All stores” if the price list concerns all stores

- The code of the item for which the price list is being created

- The item price list for all settings

- The item discount as a % in the case of a promotional period, and if no price list has been entered in the previous field

The following fields are displayed again for information:

- The currency for the price list type

- The application period

- The pricing system (inclusive or exclusive of tax)

- The rounding method entered for the application period

- The mark-down reason entered for the application period

Creating a price list by item category

Back Office: Sales - Pricing - Item category price list

This command is used to create a price list for each item category (Homeware, Fashion, etc.) The principle is the same as for item price lists, but instead of selecting an item

to apply the price list to, an item category must be selected. Note that item categories are configured in the Settings - Items - Price list category. Each item can be linked to a

category in the item record in the Pricing tab.

Creating a price list by customer

Back Office: Sales- Pricing - Customer price list

This command is used to create a price list for each item category. The principle is the same as for item price lists, but instead of selecting an item to apply the price list to, a

customer and item category (optional) must be selected. In such cases, the price list will be created using percentages rather than values.

Creating a price list by customer category

Back Office: Sales - Pricing - Customer category price list

This command is used to create a price list for each item category (Staff, VIP, etc.) The principle is the same as for item price lists, but instead of selecting an item to apply

the price list to, a customer category and item category (optional) must be selected. In such cases, the price list will be created using percentages rather than values. Customer

categories can be configured in the Settings - Customers - Customer categories. Each customer can be linked to a category in the customer record, in the Conditions tab under

Pricing. Note that when looking for an item price list, and if there is a customer price list with the relevant item category, this will be used first. Otherwise, the customer price

list defined without an item category will be used.

Updating Retail Price Lists

Back Office: Sales - Pricing - Price list update

This feature enables the update of price lists. This operation will be performed by selecting the items to process, based on the following criteria:

- With the selection of items: Items are displayed according to the criteria you have specified in the various tabs of the multiple criteria screen.

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- On items in stock: items in stock for the warehouses selected are displayed according to the criteria previously specified in the multiple criteria screen. If the selection of

items is made from a generic item, and if the user selects in the wizard the "Generating price lists at dimension level" option, the update of price lists at dimension level is not

linked to the presence in stock of these dimensions, but to the presence of price lists for these dimensions.

On item lists: These are item lists with a scope of use set to “Update of price lists” (refer to Item Lists.)

Price list update procedure

1. Select the items you want to update the price list for, then click the [Update] button to display the wizard for updating price lists.

2 Specify the original price settings, and select in the left part of the screen:

- The initial price to be used to update the price list.

- The price list type and application period that will be used for calculating the new price list (available only if a price list “price” has been selected).

- The store used to determine the base price for calculating the price list update (available only if a price list price or purchase price by store has been selected).

3 Specify the settings for the price list to update in the right part of the screen:

- The pricing system (inclusive or inclusive of tax).

- The price list type that you want to update.

- The application period for the price list that you want to update.

- The multiplier that is applied to the base price in order to obtain the item price for the updated price list. This multiplier is only available if the original price list is neither an

entered price (field will be grayed out), nor a price list in % (the field will become a Discount percentage field.)

- The rounding method applied to the price list calculation.

- The price to be applied (all selected items will have the same price.) This setting is only available if the original price is an entered price.

- The "Generating price lists at dimension level" option indicates that the price list is calculated for each dimension in dimensioned items.

The “Generating price lists from generic items” option remains unavailable. It indicates that the price list is calculated for a generic item.

Note: Once these settings have been specified, a message will be displayed on the bottom of the screen summarizing the settings selected.

4 Click the [Next] button: A message will be displayed giving an example of the new price list calculation.

Example: If price list “XX” = EUR 10, then price list “YY” = EUR 11.

5. Next, specify which stores you want to update.

If "All stores" is selected, the price list will be applied to all stores for which the configured selling price list corresponds to the updated price list type.

However, if a price list specific to the store exists for this price list, this price list will be applied rather than the “All stores” price list.

6. Click the [Next] button to display the summary window.

7. Click the [End] button to update the price list.

Retail Price List Automatic Generation

Back Office: Sales - Pricing - Automatic price list generation

This command gives access to the following sub-commands:

- Calculation program: Allows you to define and modify calculation programs.

- Validate price lists: Allows you to validate automatically generated price lists requiring validation.

- Freeze price lists: Allows you to prevent generation of a price list for selected items.

- Delete refused price lists: Allows you to delete price lists that have not been validated.

- Delete price lists to validate: Only price lists with status "To validate" are taken into account by default.

- Delete validated price lists: Only price lists with status "Validated" are taken into account by default.

- Delete scheduled price lists: Only price lists with status "Scheduled" are taken into account by default.

For further information, refer to the documentation about the Automatic Price List Generation.

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Retail Price List Management & Follow-up

All the previous settings can be configured for both tax exclusive and tax inclusive price lists. The setup is the same, only the application of these price lists differs: tax

inclusive selling price lists will be used to enter sales transaction in Front Office, and tax exclusive selling prices lists will be used for sales documents entered in Back Office,

and subject to the tax exclusive system (i.e. Customer invoice for a company.)

Querying price lists

Front Office: Sales receipts - Pricing - Query price lists

In Front Office, you can view tax exclusive and tax inclusive price lists via multiple selection criteria (price list, items, barcode, etc.) Once the elements displayed onscreen,

use the [Print] button to start printing price lists or use the [Export the list] button.

Printing price lists

Back Office: Sales - Pricing - Reports

Front Office : Sales receipts - Pricing - Edit item price lists

This command prints item price lists of your choice. Specify your criteria in the Criteria and Addition tabs and start printing via the [Run report] button.

Closing price lists

Back Office: Sales - Pricing - Close price lists

This command closes a price list before it will be deleted.

Deleting price lists

Back Office: Sales - Pricing - Delete price lists

This command deletes price lists that have been closed.

Input lists

Back Office: Settings - Documents - Documents/Input lists

Input lists offer you the possibility to add the “Tax excl. price list” and “Tax incl. price list” fields. These selling prices are the selling price lists associated with the document

store (see the Contact Information tab.) The display of these columns is subject to the following access rights, available in the Administration module - Users and access -

Access right management - Concepts/Document entry:

- Display selling price lists when creating documents

- Display selling price lists when viewing documents

- Display selling price lists when modifying documents

- Display selling price lists when generating documents

Labels on new price lists (inclusive of tax)

Front Office: Sales receipts - Pricing - Labels on new price lists

In Front Office, you can print labels according to the change date of price lists, and using many criteria available on the various tabs of the multiple criteria screen. This screen

allows you to display price lists that have been modified (that have been regenerated by a calculation program, for example since a given date (the modification has not

necessarily led to changes in the price list value).

The “Modified price lists” checkbox option allows you to display only those price lists with a value that has actually changed (the old price is different from the new one).

From the list, select the modified price lists you want to print labels for, and then click the [Edit labels] button to start printing.

Please notice that this feature is subject to access rights. To use this feature, you must have been granted the following access right “Labels on new price lists” in the Sales

receipts (107) - Pricing menu, available in Administration - Users and access - Access right management.

Comparative report on item price lists

Back Office: Sales - Pricing - Reports

This command prints a comparative report on item price lists (Sale period, for example.)

Items without price list

Back Office: Sales - Pricing - Items without price list

This command generates a list of items having no price list. This list can also be viewed from the Purchases module.

Trade Price Lists - Contents

The pricing system can be refined using additional application conditions in order to better respond to more specific needs. Depending on the price list settings to be

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configured, there are two possible entry methods specific to trade documents:

- Entry of selling price lists (customers)

- Entry of purchase price lists (suppliers)

In both methods, the following can be managed:

- Price lists by item, y item category, by customer category, by customers and warehouses

- Start and end dates for price list application periods

- Entered price lists

- Discount percentages

- Entered price list totals with discount percentages

- Price lists based on quantity ranges

- Cascading price lists

This feature is available for all types of trade document.

Constraints and settings

Constraints

Company settings

Selling price lists (customers)

Price list types

Actions common to the various trade price lists

Discount types

Query of selling price lists

Purchase price lists (suppliers)

Quick entry of price lists

Query of price lists

Manual update

Constraints and Settings

Constraints

The "Sales Pricing and Promotions" module must be serialized before you can use trade price lists.

Attention!

The use of “trade” price lists is incompatible with tax-exclusive retail price lists. Therefore, tax-exclusive price lists must only be managed in one of these 2 modules at any

given time.

- If trade price lists are used, the tax-exclusive price list that is retrieved is the price list that was created in the Purchases module/Supplier price lists menu or in the Sales

module/Trade price lists menu.

- If trade price lists are not used, the tax-exclusive price list that is retrieved is the price list that was created in the Purchases module/Item price lists menu or in the Sales

module/Pricing menu.

Company settings

Back Office: Administration - Company - Company settings

To enable this feature, you must tick the "Use TRADE price lists" company setting available via Commercial management/Pricing.

Trade Selling Price Lists (Customers)

Back Office: Sales - Trade price lists

Selling price lists can be configured in the following ways:

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- by item

- by item category

- by customer category

- by customer

Each discount level will be applied to the base selling prices specified in the item record. You can manage start dates and end dates for the price list application periods, net

prices, discount percentages; you can also calculate net price and discount totals, or even manage price lists by quantity, a single price list or cascading price lists.

Note:

- Customer categories can be configured in Back Office via module Settings, menu Customers, command Customers, and can then be associated with each customer in the

customer record.

- Item categories can be configured via module Settings, menu Items, command Price list category, and can then be associated with each item in the item record.

Trade price list types

Price lists per item

Back Office: Sales - Trade price lists - Item

The Price lists per item option allows you to manage price lists firstly by item and then by customer category. Discounts are applied to the base selling price specified in the

item record, or to the entered price. It is possible to define the following for each item:

- A price

- A discount rate

- A price AND a discount rate

- A price list by quantity

The “Price list by quantity” checkbox option allows you to define price lists by quantity of items sold. In such cases, the table will be modified and new columns will be

inserted into the price list settings table.

The “Customer category price list” checkbox option inserts a column corresponding to the customer category, which allows you to manage price lists by item category and by

customer category.

Price lists per item category

Back Office: Sales - Trade price lists - Item category

This command allows you to manage price lists firstly by item category and then by customer category. Discounts are applied to the base selling price specified in the item

record. For each item category, it is possible to define a discount with one or more operators (successive discounts). It is not possible to manage net price lists by item

category.

Selecting the “Price list per customer category” checkbox option will insert a column corresponding to the customer category. This allows you to manage price lists by item

category and by customer category.

Price lists per customer category

Back Office: Sales - Trade price lists - Customer/Item category

This option allows you to manage price lists by item category or by item using the customer category as the first criterion. The entry of item price lists by item allows you to

manage price lists by quantity. Discounts are applied to the base selling price specified in the item record, or to the entered price.

The “Price list per item” checkbox option allows you to manage item price lists by item. If price lists have already been defined via the Customer/Item price lists menu, they

will be visible on this screen.

Note that item code can be accessed only if the customer category has been specified and the “Price list per item” option has been checked.

Price lists per customer

Back Office: Sales - Trade price lists - Customer/Item

This option allows you to manage price lists at a detailed level, i.e. by item category and by item with the customer as the first criterion. Only this level of detail allows you to

make changes to a specific customer. Discounts are applied to the base selling price specified in the item record, or to the entered price.

The “Price list per item” checkbox option allows you to refine the price list by managing an entered price or a different discount by item. If this option is checked, the table

used to enter price lists will be modified. Two columns will be inserted: one used to specify the item code and the other to enter a unit price. If price lists have already been

defined via the Customer/Item price lists menu, they will be visible on this screen.

Note that item code can be accessed only if the customer price list category has been specified and the “Price list per item” option has been checked.

Actions common to the various trade price lists

Change conditions

This button allows you to define specific pricing conditions for each line of the price list. Refer to the paragraph below for further information.

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Show pricing conditions

This button allows you to keep the pricing application conditions displayed for the line on which the cursor is positioned.

Copy conditions

This button allows you to copy the pricing application conditions for the line on which the cursor is positioned.

Paste conditions

This button allows you to paste the previously copied pricing application conditions to the line on which the cursor is positioned.

Quick entry of price lists

This button helps you to define price lists by pre-setting the entry of quantity limits so that you only have to enter lower limits. This option is only accessible if the Price

list by quantity box is checked, and if at least the first price list line has been entered.

Application of pricing conditions

The application of pricing conditions may be accessed from the quick entry of price lists by clicking on this button.

This option allows you to define how pricing conditions are applied for each line of the price list. The number of conditions per price list line is limited to 23.

These conditions are cumulative so, for the price list to be applied, all table lines must be taken into account.

Warning:

The following criteria must be met when managing pricing conditions for a price list with quantity ranges:

- The pricing conditions to apply must be identical in all quantity lines.

- Modifications to a pricing condition must be completed in the first line of the price list by quantity.

Discount types

Cascading discounts

This information must be specified for each price list line. It offers the possibility to apply successive discounts to overlapping situations. The system searches for pricing

conditions in a certain context (for example an item and a third-party price list category).

If the “Cascading discount” option is selected in the price list entry window, the system will search for pricing conditions existing in a less-detailed context (for example an

item for all third-party price list categories). If conditions are found, they will be applied too. Pricing conditions are always applied from the most detailed level to the least

detailed level.

As soon as the system finds a context that has not been processed successively, the search for pricing conditions stops.

Warning:

The principle of cascading discounts is only applied to discount percentages.

Cascading discounts with third-party

This option manages how the third-party discount behaves in relation to the pricing system discount. The third-party discount is defined in the "% discount" field in the

Conditions tab of the Customer record.

Forced/Single discount

The pricing system will not retrieve a third-party discount if another discount has been found.

Best discount

The pricing system retrieves the best discount, i.e. the one that is most beneficial to the third party.

Query of selling price lists

Back Office: Sales - Trade price lists - Query

Various selection criteria allow you to display the existing price lists.

Purchase Price Lists (Suppliers)

Back Office: Purchases - Supplier price lists

Entry of supplier price lists

Back Office: Purchases - Supplier price lists - Enter

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This feature allows you to create supplier price lists also called purchase price lists. Supplier price lists can be defined in the following ways:

- By supplier and by item if the “Price list per item” option is checked.

- By supplier and by item category if the option is unchecked.

As with selling price lists, it is possible to create price lists by quantity. The setup of supplier price list being quite the same as for selling price lists please refer to Trade

selling price lists.

Query of supplier price lists

Back Office: Purchases - Supplier price lists - Query

Various selection criteria allow you to display the existing price lists.

Update of supplier price lists

Back Office: Purchases - Supplier price lists - Update

This option allows you to update different levels of a price list according to selection criteria and, with the help of a wizard, to configure the update of previously selected

price lists. The update is performed by the following steps:

- Select the price lists that you want to update.

- Validate your selection by clicking on the [Update] button.

- This will open the wizard to complete the information for update.

- Use the [End] button to validate the process.

Automatic Price List Generation - Contents

The goal of this feature is to generate automatically new selling price lists from existing price lists. This automatic generation is subject to the application of programs and

rules to a base price.

Required settings

Company settings

Access rights

Use of automatic price list generation

Creating a calculation program

Creating one or more calculation rules

Validating price lists

Freezing price lists and/or locking items

Deleting price lists

Settings for Automatic Price List Generation

Company settings

Back Office: Administration - Company - Company settings

Go to Commercial management/Pricing and tick the “Automatic price list generation” company setting.

Access rights

Back Office: Administration - Users and access - Access right management

Access rights relating to this feature are located in the following menus.

Menu 102 – Sales

In section Pricing/Automatic price list generation, you may authorize or prohibit the execution of the following options by your staff.

- Calculation program

- Validate price lists

- Freeze price lists

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- Delete refused price lists

- Delete price lists to validate

- Delete validated price lists

- Delete scheduled price lists

Menu 113 – Follow up actions

In section Sales/Selling price lists, you may trace the various operations and manipulations performed by the staff members when using the “Automatic price list generation.”

Use of Automatic Price List Generation

Creating a calculation program

Back Office: Sales - Pricing - Automatic price list generation/Calculation program

To generate new price lists, you must create a calculation program. The latter must include the original price list and the generated price list, as well as information about

task scheduling.

The execution defines the order in which the various programs are to be run.

The "Calculated price to validate" option allows you to put the calculated price lists through a validation phase before they are created.

In this window, you can also close or delete the program, or start the price list calculation.

Note that you can no longer modify a program once a rule has been associated with it.

Creating one or more calculation rules

Back Office: Sales - Pricing - Automatic price list generation/Calculation program

Once a calculation program created and validated, one or more rules must be associated with it. Therefore, double-click on one of the calculation programs to open the

Program calculation rule window. These calculation rules, apart from the program characteristics, include a selection of items to which the generation of the price lists applies,

as well as the coefficient and the currency exchange rate to be applied for the calculation. Each program can therefore contain several rules that are applied in a predefined and

modifiable order.

Use this button to create a new calculation rule.

To generate the calculation of the price lists, you simply need to start the process in the multi-criteria of the programs or the rules.

Validating price lists

Back Office: Sales - Pricing - Automatic price list generation/Validate price lists

If the "Calculated price to validate" option is checked in the program, you must validate the calculated price lists before they are created.

For this, you simply need to select the price lists to be validated and start the process. The calculated price lists come into effect after validation.

You can also reject the calculated price lists. In this case, the calculated price lists will not be created.

If the price lists are validated for a date that is later than the current date, the validation of the price lists will be therefore deferred.

The status of the price lists is updated to “Scheduled” and they are frozen.

They will have to be validated by a task in the task scheduler.

Freezing price lists and/or locking items

Freezing price lists

Back Office: Sales - Pricing - Automatic price list generation/Freeze price lists

You can freeze specific price lists if you select them and use the [Freeze price lists] button. These frozen price lists are no longer taken into account for the automatic

generation of price lists.

If need be, price lists can be released via the use of the [Release price lists] button.

Locking items

Back Office: Basic data - Items - Items

It is also possible to lock items to exclude them from the automatic generation of price lists. This option is available in the item record in the Pricing tab.

Deleting price lists

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Deleting refused price lists

Back Office: Sales - Pricing - Automatic price list generation - Delete refused price lists

This command enables the deletion of refused price lists. These price lists can be selected via a multiple selection criteria screen before they will be deleted.

Deleting price lists to validate

Back Office: Sales - Pricing - Automatic price list generation/Delete price lists to validate

This command enables the deletion of price lists to validate. Only price lists with status "To validate" are taken into account by default.

Deleting validated price lists

Back Office: Sales - Pricing - Automatic price list generation/Delete validated price lists

This command enables the deletion of validated price lists. Only price lists with status "Validated" are taken into account by default.

Deleting scheduled price lists

Back Office: Sales - Pricing - Automatic price list generation/Delete scheduled price lists

This command enables the deletion of scheduled price lists. Only price lists with status "Scheduled" are taken into account by default.

Managing Price List Programs - Contents

The management of price list programs offers the opportunity to apply via a program several types of price lists to a store by the means of rules.

A price list program consists of several rules. These rules are associated with a price list type and contain the application conditions linked to the store and/or the item.

Example:

Price list types are created by item category (luggage, accessories, prêt à porter...) and the price lists associated with these types are entered.

Then, the rules are associated with these price list types and linked to the "Price list by item category" program.

Finally, the program is referenced in a store record, allowing you to apply the corresponding rule based on the item category and therefore the price lists when entering

documents.

Trade price lists do not support the management of price list programs.

The price list programs work in the same way as the functions for managing retail purchase price lists and retail sales price lists (document entry, labels, aggregate

calculations, standalone mode, etc.)

For further information on purchase and sales price lists, please refer to the documentations about retail purchase price lists and retail sales price lists.

Preliminary settings

Serializing the management of price list programs

Activating the management of price list programs

Access right management

Price list program settings

Defining application rules

Creating application programs for price list types

Configuring stores

Configuring users

How price list programs work

Rules or no rules

Preliminary Settings

Serializing the management of price list programs

Back Office: Administration - Company - Serialization/Activation of modules

This feature requires the serialization of the Sales pricing & Promotions (P30453) module.

Activating the management of price list programs

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Back Office: Administration - Company - Company settings

Go to Commercial management/Pricing and tick the “Management of price list programs per store” option.

Access right management

Back Office: Administration - Users and access - Access right management

Menu (110)—Basic data/Stores

According to the rights you want to grant to user groups, enable the appropriate access rights.

- Pricing/Application rules for price list types

- Pricing/Price list type application programs

General Settings

Defining application rules

Back Office: Basic data – Stores – Pricing/Application rule for price list types

This step allows you to create application rules for price list types that are used to select a price list to apply, based on stores and items, each rule having a priority level. These

price list type application rules define the application conditions and the price list type linked to these conditions. These rules are then grouped together into a price list type

allocation program.

Please note!

This feature is available only if the “Management of price list programs per store” option is ticked in the company settings.

Click the [New] button, and populate the following fields:

Please note!

The following options, contained under the price list type, are not taken into account for price list programs: Coefficient, Update of price list by store in purchasing, and

Consider prices of item record.

You can only delete a rule if it is not linked to a program.

You can also close a rule. In this case, a message notifies you that the rule is linked to at least one program (and includes the corresponding program code).

This button displays the list of the programs using the rule specifying: the code, the program description, the order of the rule in the program, the code and description of

the rule.

Creating application programs for price list types

Back Office: Basic data – Stores – Pricing/Price list type application programs

The application program enables you to select the application rules. The options will determine the cascading searches to perform if no price list is found. The price list

program contains the following:

- Its code and description

- The purchase, tax-exclusive sales, and tax-inclusive sales price list types for the stores

Fields

Description

Application conditions

You can define the application of a rule based on a specific store and/or items.

Triggers for stores and items for which the scope of use is "Application rule for

price list types" are available and can be applied.

If the trigger type is set to “None”, the rule will apply without conditions.

Price list types to apply

The rule consists of either a purchase price list type or a tax-exclusive sales and/or

tax-inclusive sales price list type.

If the rule relates to a purchase price list type, sales price list types are not

available and vice versa.

The price list type cannot be modified for rules associated with a program. This

prevents a purchase type rule being changed to a sales type rule when it is

associated with a program at purchase price list level.

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- The search options for the program

- The applicable purchase and sales rules

Program rules cannot be used in conjunction with one another. Once a price list has been found, it is applied.

Characteristics tab

At this stage, you can only delete a program if it has not been linked to a store.

You can also close a program. In such an instance, a message notifies you if the program is linked to at least one store and also includes the corresponding store codes.

Application rules tabs for purchase and sales price list types

Program rules are assigned the same way for purchases and sales.

- The Application rule for purchase price list types tab is accessible if the “Purchase price list” option is checked on the Characteristics tab.

- The Application rule for sales price list types tab is accessible if the “Tax excl. selling price list” or “Tax incl. selling price list” option is checked.

The screen is divided into two sections:

- Available rules: List containing all of the available rules by price list type (purchase or sale.)

- Program rules: List of program rules and the order in which they are applied.

Closed rules are identified by a checkmark in the relevant column.

The arrows allow you to move a single rule from the Available rules column to the Program rules column and vice versa, or all of the rules with the double arrows. For

program rules, two arrows allow (top, bottom) you to change the application order for a rule in the program. This order is important as it determines the

desired order based on the settings defined for the rules.

Example:

You can put the rules linked to a collection (summer, winter) first, rather than rules linked to a store or region with no specific item data.

Configuring Stores

Back Office: Basic data - Stores - Stores

Every store can specify that it uses a price list type allocation program. In the Contact information tab, the price list program is entered by price list type. You can view the

program by clicking the [Program query] button.

Configuring Users

Back Office: Administration - Users and Access - Users

In the Restrictions tab, the Price list type allocation programs section allows you to select the programs available to this user by price list type (purchase, tax-exclusive sales,

tax-inclusive sales). If user restrictions exist when you are creating a price list program, you must update them.

How a Price List Program Works Whether a Rule is Applicable

You can select a price list within the program in the following way whether the rule is applicable.

Fields

Description

Applicable to price lists

A program is available in the store record provided that the application price list

type for the program has been specified. The program is applied for purchase

and/or tax-exclusive sales and/or tax-inclusive sales price lists. You can access the

settings for the rules by double-clicking on the rule in query mode.

Search options if rule is

satisfied without price list

These options determine the searches that need to be carried out when a rule is

found that meets the application conditions but for which no price list is retrieved.

The following options are available:

- Traversing subsequent rules: Moves to the subsequent rule until a price list is

retrieved.

- Search for the current price list of the store: If no rule returns a price list in this

instance, the price list type in the store record for the price list in question

(purchase price list, tax-exclusive sales price list and tax-inclusive sales price list)

is applied.

- Recover price from item record: This checkbox is selected by default so that the

item record price is retrieved in cases where no price list is found, otherwise the

price will be zero. If this option is not checked and no price list can be applied, the

price is therefore set to zero for the price list justification. This differs from the

price in a document for which the item record price will be retrieved because the

“Proposed price” option for the document type (in the Valuation tab) is applied

after the price list search.

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Rule is applicable

In the case a rule is applicable for the store and the entered item (application conditions are met:)

- If a price list is found, it is applied.

- If no price list is found, the options under “Search options if rule is satisfied without price list” are taken into account. Just remind: This is available in Pricing/Price list type

application programs:

- Moves to the subsequent program rules if the “Traversing subsequent rules” option is checked.

- Takes into account the price list type entered in the store record for the corresponding price list type, if the “Search for the current price list of the store” option is checked.

- Retrieves the price from the item record if the “Recover price from item record” option is checked.

No applicable rule

In the case no rule is applicable, the options under “Search options if rule is satisfied without price list” are taken into account.

The above information applies in this case also.

In both cases, the search is integrated with the following features:

- Document management

- Query of item prices

- Price list search functions when printing price lists and labels

- Table of aggregates to download in standalone mode

Managing Firm Prices - Contents

This document discusses two types of firm price management, both independent of each other.

- Firm price management on document valuation: This feature enables the user to decide whether a document must be revalued when generated. When a document is

transformed or when generating a delivery from an order, prices of the order may be either recovered the same for the delivery or recalculated during generation.

- Firm price management for transfer prices: This is used to keep the transfer prices of the original document when a document is transformed.

General settings

Activating firm price management

Managing access rights

Firm price operation

Creating documents

Modifying documents

Generating documents

Duplicating documents

At checkout

Specific processes

Processes that generate documents

Revaluation method

Data imports

Managing firm prices by supplier

Firm Price Settings

Activating firm price management

Back Office : Settings - Documents - Documents/Types - Valuation tab

This command enables firm price management for the documents concerned. Select the document type, then check the following settings as needed.

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Firm prices on document valuation

This setting is checked by default. It is used to specify that prices will be retained when the document is converted.

This option is only available for purchase and sales documents, with the exception of receipts and receipts on hold.

Firm prices on transfer prices

If this setting is checked, the transfer prices of the original document will be saved when the document is converted.

Managing access rights

Back Office: Administration - Users and access - Access right management

These access rights may grant users authorization to use these features. These rights must be set via Menu 26 — Concepts/Commercial management/Document entry.

- Authorize the status change of firm prices on document valuation.

- Authorize the status change of firm prices on transfer prices.

If the corresponding access rights are not activated, the settings will be displayed in the document types but cannot be modified.

Firm Price Operation

When creating a document

When creating a new document, the “Firm prices on document valuation” status will be retrieved from document type settings. If the appropriate access rights have been

granted, this value can be modified in the “Additions” tab in the document header, if necessary. It may be accessed via the [Additional actions] button.

Click the [Additional actions] button and select the “Additional header information” option.

When the new window opens, click the “Additions” tab to access the “Firm prices on document valuation” option.

When modifying a document

The firm prices option does not affect document modification. If an item is added to a document, the price that is valid on the date of modification will be applied. Note that

the “Firm prices on document valuation” setting can be modified in additional header information.

When generating a document

When generating the next document, the prices depend on the status of the original document.

- If the original document is based on firm prices, no revaluation will be done. The new document will be based on firm prices also, regardless of the document settings.

- If the original document is not based on firm prices, a revaluation process will be done. The status of the new document is retrieved from the document settings.

In the particular case of automatic generation, it is not possible to group documents whose "Firm prices on document valuation" status is different.

Once the “firm price” status is assigned to a document within a given document chain, this status is retained by default.

This principle applies for purchase documents and sales documents.

Example:

When duplicating a document

The following applies when copying documents:

Type

Purchase order

Delivery notice

Supplier receipt

Supplier invoice

Document settings

Non-firm prices

Firm prices

Non-firm prices

Firm prices

Order creation

Order based on firm

prices

Generation of delivery notice

from order

The notice will be

revalued.

The generated notice is

based on firm prices

Generation of receipt from

delivery notice

No revaluation of the receipt.

The generated receipt is based

on firm prices regardless of the

document settings.

Generation of invoice from

receipt

No revaluation of the invoice.

The generated invoice is based

on firm prices.

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- If the original document is based on firm prices, no revaluation will be done.

- If the original document is not based on firm prices, a revaluation process will be done.

The status of the new document is always retrieved from the document settings.

Example:

At checkout

Integrating an ordered or reserved document at checkout

When integrating a reserved document in Front Office, the previous principle applies. If the reservation or available order is generated based on non-firm prices, the items will

be revalued when they are integrated in the corresponding sales receipt.

Miscellaneous Processes Linked to Firm Prices

Specific processes that generate documents

Revaluation method

If the “Use price list when calling price” option in document type settings (Valuation tab) is:

Checked --Then the price list of the item will be searched, based on the store and the date of the document:

- If a price list is found, it will be applied. Any line discounts will be deleted.

- If no price lists are found, a search on the “Proposed price” indicated in the document settings will be done:

- If a price is found, it will be applied. Any line discounts will be deleted.

- If no prices are found, the initial price and line discount will be retained.

Unchecked --A search will be done on the “proposed price” indicated in document settings:

- If a price is found, it will be applied. Any line discounts will be deleted.

Type

Purchase order

Delivery notice

Supplier invoice

Document settings

Non-firm prices

Firm prices

Order creation

Order based on firm prices

Order duplication

Created order revalued

It is not based on firm prices

Order copied as delivery notice.

The notice is revalued. It is based

on firm prices.

Delivery notice copied as invoice

The invoice is revalued. It is based

on firm prices.

Orders

Description

Front Office customer orders

The generation of an available order from the customer order is performed

manually. The principle is the same as for the generation of a document. Generated

transfers will be valued using the proposed price indicated in the document settings,

and will be based on firm prices (the status is not modifiable for transfers).

Sales and transfer invoices

Generated documents are based on firm prices because the valuation of the

document is dependent on the options selected in the wizard.

Replenishments

Firm price status is retrieved from the settings for the generated documents.

Generating special orders from

quotations

The pricing in the purchase order is derived from the quotation, and therefore the

purchase order is based on firm prices.

Generating replenishment

suggestions

The generated documents are based on firm prices because the valuation of the

document depends on the options selected in the wizard.

Replenishment order

automatically or manually

converted to a transfer

The generated transfers are based on firm prices (the status is not modifiable for

transfers).

Generating pre-allotment per

store

Original document based on:

- Firm prices: There is no revaluation performed, and the generated documents are

based on firm prices.

- Non-firm prices: The generated documents are revalued, and the “firm prices”

status is retrieved from the document settings.

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- If no prices are found, the initial price and line discount will be retained.

Manual document revaluation

The [Additional actions] button available in each document allows you to recalculate prices for each document.

It allows you to update prices and apply the corresponding changes to the inventory values if the document is a purchase document (update of LPPs / WAPPs / LCPs /

WACPs.) This function is subject to the “Authorize document revaluation” option accessed via the access rights management module (same option for all documents.)

This revaluation option can be used even if the document is closed.

Data imports

When creating a new document

The status "Firm prices on document valuation" of the new document is always retrieved from the document settings. This status can be modified during importing (by adding

GP_PRIXFERME to the import format.) When importing a new document, the addition of the $$_RECALCULPIECE option to the import format automatically recalculates

the prices in the document. If there is no price found, the price will be retrieved from the import file.

When generating a document

During the generation process, the “Firm prices on document valuation” status of the created document will be retrieved from the document settings. This status can be

modified during importing (by adding GP_PRIXFERME to the import format.) The document revaluation is done as follows:

If the import format does not include $$_RECALCULPIECE field, the following applies:

- If the previous document is based on non-firm prices, the prices will be recalculated based on the document date.

- If the previous document is based on firm prices, prices will be retrieved from the file.

If the import format includes the $$_RECALCULPIECE field, the following applies:

- If the field is checked, the new document will be recalculated automatically.

- If the field is not checked, the new document will not be recalculated and the prices will be retrieved from the file.

Importing transfers

When an issued transfer is imported, it can be converted to a transfer notice or received transfer depending on the import format ($$_DUPLICPIECE.) The generated

document (TRV or TRE) will always retain the valuation from the issued transfer.

Duplicated documents in subsidiary flows

When importing a document that generates a counterpart document, the prices for the duplicated document, as well as the “Firm price” status, will be retrieved from the

original document.

Managing firm prices by supplier

Back Office: Basic data - Suppliers - Suppliers

The [Complementary data/Exception on document management] button, available in the supplier record allows you to manage firm prices at supplier level by

exception. This allows you to manage firm prices according to document type for certain suppliers. The “Management of firm price” field offers three choices:

- Compliant with the document type: Management option linked to the document type is applied.

- Do not manage firm prices: Firm prices are not managed for the document type/supplier combination, regardless of the settings entered in the document types.

- Manage firm prices: Firm prices are managed for the document type/supplier combination, regardless of the settings entered in document types.

Replenishment - Contents

Overview of the replenishment module

Context of use and Objectives

Description of the procedure

Preliminary settings

$$_RECALCULPIECE absent

$$_RECALCULPIECE present and not

checked

$$_RECALCULPIECE present and

checked

document based

on firm prices

Price retrieved from file:

If file price is set to 0, price retrieved

from previous document.

Price retrieved from file:

If file price is set to 0, price retrieved

from previous document.

Prices recalculated:

File prices are not taken into account.

document based

on non-firm prices

Prices recalculated:

File prices are not taken into account.

Price retrieved from file:

If file price is set to 0, price retrieved

from previous document.

Prices recalculated:

File prices are not taken into account.

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Creating a replenishment proposal

Populating the header of the proposal

Selecting options on items and quantities

Defining calculation options

Selecting the allocation methods

Selecting allocation methods

Overview of allocation methods

Additional options for allocation methods

Distribution style

Inventory areas

Stores to supply

Favor location

Miscellaneous options

Follow-up of replenishment proposals

Viewing/Modifying a replenishment order

Reset/Statistics

Manual inventory balancing

Balancing procedure

Replenishment open to CBS

Configuring the CBS process

Printing and generating documents

Reports linked to replenishment proposals

Generation of purchase documents

Generation of transfers

Generation of store balancing

Overview of the Replenishment Module

Context of Use and Objectives

Context of use

Goods are received and stored in a so-called “central” warehouse, and then routed depending on their needs, to every store via inventory transfers. Goods missing in the

central warehouse may trigger the creation of a purchase order proposal or a purchase order.

This module cannot be used to automatically rebalance the stores, but nevertheless the module has a manual balancing option.

Objectives

This replenishment and distribution module must help the Inventory controller to:

- Optimize the transfers of goods from the sender warehouse to the stores to supply.

- Calculate potential shortfalls in the sender warehouse resulting in the generation of purchase order proposals or purchase orders.

The inventory controller uses a range of allocation methods to calculate the quantities to transfer, in order to complete the stocks of the stores, so that the following may be

achieved:

- Reach a minimum quantity fixed or preset, by dimension.

- Address the quantities sold over given period.

- Reach a maximum quantity fixed or preset, by dimension in the case the inventory is below the minimum or maximum.

- Address the quantities ordered for replenishment over a given period.

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- Transfer quantities according to the item life curve calculated previously, to the minimum inventory or to the ranking of items in sales.

- Reach a quantity defined by preset inventory assortments.

- Reach a fixed quantity entered, being the same for every dimension.

- Define inventory distribution for stores based on their respective weights as defined by the inventory controller.

Note that the last two methods are preferably used in the context of a first stock implementation, for example at the beginning of a collection. It is also possible to mix up

several methods.

Description of the procedure

The module can assign the quantities present in the sender warehouse, if it performs one or more subsequent operations. Each operation is named allocation. It may concern

only one reference, or a group of items, or even all items. The sum of all these allocations represents the replenishment and distribution proposal. A proposal will be

implemented as follows:

Step 1

Creation of a replenishment and distribution proposal:

- Selection of the store and warehouse (if multi-warehouse management in use)

- Selection of the quantities to leave in the sender warehouse.

- Definition of the net inventory to take into account for the sender warehouse and for the stores to supply.

- Selection of the allocation methods to apply: methods already saved and/or creation of new methods; validation and then selection.

- Choice of a possible selection of items.

Step 2

Generation of the replenishment proposal

Step 3

Query/modification of the replenishment proposal result.

Step 4

Generation of documents (transfers, purchase order proposals or purchase orders.)

Replenishment scheduling

It is possible to schedule replenishment to generate the proposal and the respective documents automatically. In this case, the proposal cannot be changed anymore. However,

the documents generated can still be modified.

Preliminary Settings

Serialization

Back Office: Administration - Company - Serialization

Activate the P30428 - Replenishment module. This will make available the company settings linked to replenishment.

Company settings

Back Office: Administration - Company - Company settings

Various setup options are available in the company settings, in section Commercial management/Inventory.

Access rights

Back Office: Administration - Users and access - Access right management

The access rights relating to replenishment are located in menu Inventory (103) - Replenishment. The various functionalities linked to this menu are listed hereafter:

- Replenishment and distribution: authorize or not employees to use this module.

- Min. max. inventory: authorize or not relevant user groups to create, modify or simply view minimum and/or maximum inventory that can be used then in the replenishment

module.

- Assortments: authorize or not relevant user groups to create, modify or simply view assortments that can be used later in the replenishment module.

- Life cycle curve: authorize or not relevant user groups to exploit these curves in the replenishment module.

- Items excluded from replenishment: authorize or not relevant user groups to exclude items from the calculations made by the replenishment module.

- Rules for replenishment: authorize or not relevant user groups to define rules for the automatic and scheduled allocation of minimum inventory and/or exclusion of item

references.

- Replenishment history: authorize or not relevant user groups to view the history of performed replenishment processes.

- Forecasts on sales: authorize or not relevant user groups to exploit these forecasts in the replenishment module.

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Creating a Replenishment Proposal

Back Office: Inventory - Store replenishment - Replenishment and distribution

A replenishment and distribution proposal can take time for its design and may be changed over time. It is therefore necessary to save the information entered to be able to

view and modify them later.

The window that opens displays the list of existing proposals, and double-clicking a line opens the corresponding proposal.

Click the [New] button to create a new proposal; the Replenishment and Distribution screen displays where you can achieve the various steps described hereafter.

Populating the header of the proposal

Selecting options on items and quantities

Field

Description

Header

The code can be specified only in creation mode. The code has maximum 6

characters. The description must be explicit enough to describe the goal of the

proposal. Specify the sender store the stock of which will be used to transfer

goods. In the case of multi-warehouse management, specify the sender warehouse.

Replenishment type

Three replenishment types are possible:

-Transfer: the processing and the display of the proposal only take into account the

items for which replenishment is required. The documents generated will be

transfers or transfer requests.

- Purchase document: the processing and the display of the proposal take into

account only the items for which missing quantities have been detected. The

generated documents can either be purchase orders or purchase order proposals.

- Transfer and purchase document: the processing and the display are not

optimized.

The Simulation option, if enabled, creates a proposal for the main site and

prohibits any action on the proposal from the remote sites.

Field

Description

Item selection

By default for a new proposal, all items are pre-selected. To check this, the words

“Processing all items“ must be displayed in this section.

If the proposal must cover a selection of items, click the [Item selection]

button in the tool bar of the window, and select the Create item selection option.

Select your items and launch the process.

The “Item selection” section now displays the words “Processing a selection of

items.” You can view this selection of items by the means of the same button, by

selecting the “Query of selected items” option.

Item limitation

In the lower part of the window, on the left, the “Item limitation” section is used

to optimize the processing by working on a limited number of items among those

selected before. Therefore select one of the following options:

- None: all selected items are taken into account.

- On inventory: only items with an inventory record (even null or negative) in the

sender central warehouse are taken into account (items already moved.)

- On available inventory: only items with an available quantity (>0) in the sender

central warehouse are taken into account.

- On movements: only the items moved in the store, for the period concerned, are

taken into account. This option works only if a method on sales or on

replenishment orders has been selected.

On min. inventory of stores: only the items for which a minimum inventory has

been entered for the stores to supply, are taken into account for processing.

Note that it is possible to exclude some items. Therefore, an option available in

the item record specifies if the item must be taken into account or not in

replenishment calculation. This is aimed at taking action quickly on items that

can no longer be replenished from the supplier.

- For a generic item: Tick the “Exclude from replenishment” option in the

Characteristics tab of the item record.

- For a dimensioned item: Display the “Exclude item from replenishment” option

in the Dimension tab of the item record, by configuring this field via the

[Settings] button. Then select Yes or No.

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Defining calculation options

For further information, refer to the section about replenishment rules in chapter

Manual Exclusion of Items/Stores from Replenishment.

Warehouse inventory

This section is used to select the quantities in stock to use in the central

warehouse. If this choice is not specified, the net inventory from the sender

central warehouse will be used. Otherwise, the net inventory is calculated by

adding (+) to or subtracting (-) from the physical inventory in the sender central

warehouse one or more quantity selections from this selection list.

- Qty ordered from supplier = GQ_RESERVEFOU.

- Delivery notice qty = Sum of the delivery notices in progress (the field does not

exist in the DISPO table; so you must cover all lines of document type ALF.)

- Transfer notice qty = Sum of the transfer notices in progress (the field does not

exist in the DISPO table; so you must cover all lines of document type TRV.)

- Orli preparation qty = GQ_PREPAORLI.

- Transfer request - qty received = Sum of the transfer requests in progress (the

field does not exist in the DISPO table; so you must cover all lines of document

type DTR.) The lines worked on are those entering the warehouse.

- Purchase proposal qty = Sum of the purchase proposals in progress (the field

does not exist in the DISPO table; so you must cover all lines of document type

DEF.)

Delivery preparation qty = GQ_PREPACLI

- Qty available for customer = GQ_DISPOCLI.

- Customer reserved quantity = GQ_RESERVECLI

- Transfer request - qty sent = Sum of the transfer requests in progress (the field

does not exist in the DISPO table; so you must cover all lines of document type

DTR.) The lines worked on are those entering the warehouse.

Quantity to leave in warehouse

This section is used to select the quantities in stock to be left in the central

warehouse.

- Min. inventory: keeps in stock the quantity pre-defined as minimum inventory

per item/size for the sender central warehouse.

- Purge warehouse: no quantity is kept in the warehouse.

- Number of fixed parts: keeps in stock the same fixed quantity for all dimensions

(sizes, colors...) and for all items of the proposal.

- Percentage of current inventory: keeps in stock a percentage of the initial

inventory in the sender central warehouse.

Field

Description

Optimization

These options are available to optimize calculations. It is advisable to tick these

options:

- Do not run methods after stockout (recommended): No allocation method will

apply as soon as available inventory in the sender warehouse is null. This option

must not be ticked in the case of shortage control, in order to be able to generate

purchase orders.

- Limit the proposal to non-null records (recommended): keeps only records with

a proposed replenishment quantity different from zero or missing part different

from zero.

Inventory of warehouses to supply

- Considering warehouses that validate notices: This option changes the

requirement of stores to be supplied by defining at your choice the concept of net

inventory instead of simple physical inventory. If this choice is not specified, the

net inventory of each store to supply will be used. Otherwise, the net inventory is

calculated by adding (+) to or subtracting (-) from the physical inventory of each

store to supply, one or more quantity selections from this selection list.

This option is based on the following rule:

- If the option is not ticked, the application takes into account the warehouses for

which the option “Consider in replenishments” is ticked and the option “Validate

transfer notices” is not ticked (see Warehouse Record.) In short, warehouses that

validate transfer notices are excluded.

- If the option is ticked, the application takes into account the warehouses for

which the option “Consider in replenishments” is ticked (see Warehouse Record.)

In short, all warehouses (those validating transfer notices and those that do not)

are taken into account.

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Selecting the allocation methods

Once you have defined these various options, you must select an allocation method. You can select an already existing method, or create a new one. Once validated and then

selected, the allocation method clearly displays in the table of allocation methods of the replenishment proposal.

Examples of allocations:

- Fixed quantity of 1 part by size

- Maximum quantity of 15 parts by size

- Sales from 01/15/2001 to 01/22/2001 x (coefficient 1.20) – (store inventory)

Methods can be combined in one single replenishment proposal. These methods will apply in their order of presentation, in order to achieve an ideal distribution:

- Fixed quantity of 1 part

- Min. inventory set up

- Period of sales

In the previous case, for each store to supply, three successive passes will be made to progressively increase the quantities to transfer. The presentation order and consequently

the application order of the methods can be changed in this screen without any impacts on the settings of the allocation methods. Allocation methods are described in detail in

section Allocation Methods.

Allocation Methods

Back Office: Inventory - Store replenishment - Replenishment and distribution

Each allocation method is saved in order to memorize the various available choices all over the year: Allocation methods for the beginning of a collection, for replenishment,

for the end of a season, for promotional sales, etc.

You can create as many methods as required by the means of the [New allocation method] button available in the Replenishment and distribution screen. In the

Allocation method screen that displays, select one of the methods detailed hereafter from the “Type of method” selection list.

Manual entry

This is aimed at entering manually any quantities to transfer.

This is the most basic method where quantities to transfer are entered manually.

Attention!

This method cannot be combined with others.

Fixed quantity entered

This is aimed at sending a fixed quantity per store.

Note:

This option is tested if the “Multiwarehouse per store” company setting is

enabled (section Commercial management/Stores and warehouses,) and concerns

replenishments of type Purchase and Transfer.

Generation after processing

This section defines the processing sequence: the generation of the selected

documents will be launched at the end of the calculation process of the proposal.

Tick the document type desired (purchase or transfer) and click the associated

button to select the type of generation:

- Purchase documents: Generation of purchase orders or purchase order

proposals.

- Transfers: Generation of sent transfers, transfer requests or transfer worksheets.

Rounding on "purchase by multiple

qty"

This section displayed in the lower part of the screen allows you to take into

account the value of “Purchased in multiples of” in the Management tab in each

item record selected. Click the associated button to select the rounding type.

Examples of rounded calculations:

History

This option allows you to store the result of the replenishment proposal for a

number of days to determine.

Planning

The associated button will schedule replenishments so that they will be running

every day at a specific time via the Task Scheduler.

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A fixed quantity, to be entered in the setup screen of the allocation method, is transferred to every store to supply.

Attention!

This fixed quantity entered is the same for each dimension (size, color, etc.)

Min. inventory entered

This aimed at sending a quantity, so that every store will match the minimum inventory entered.

The quantity to be sent to each store = min. inventory entered - current available inventory.

If a weighting coefficient per store is used, the formula becomes:

Quantity to send = (minimum inventory entered x coefficient) – current available inventory.

Attention!

This minimum quantity entered is the same for each dimension (size, color, etc.)

Min. inventory set up

This aimed at sending a quantity, so that every store will match the minimum inventory as preset.

The quantity to be sent to each store = min. inventory set up - current available inventory.

If a weighting coefficient per store is used, the formula becomes:

Quantity to send = (minimum inventory set up x coefficient) – current available inventory.

Attention!

The minimum inventory quantities must have been created in the Minimum and maximum inventory module. In this case, they can be different depending on dimensions.

Min. inventory => Max. inventory

This aimed at sending a quantity, so that every store will match the maximum inventory as preset, only if inventory is below the minimum inventory threshold.

This method works like the “minimum inventory set up” method, except that the store inventory will be supplied up to its maximum level, and not simply to replenish the

minimum inventory.

Attention!

The minimum and maximum inventory quantities must have been created in the Minimum and maximum inventory module. They can be different depending on dimensions.

Leveled on max. inventory entered

This is aimed at limiting the quantity sent to the stores with a fixed quantity entered.

This option, combined with other methods and placed at any position, limits the replenishment of a store.

The quantity to be sent to each store = max. inventory entered - current available inventory.

If a weighting coefficient per store is used, the formula becomes:

Quantity to send = (maximum inventory entered x coefficient) – current available inventory.

Attention!

The maximum inventory quantities are the same for each dimension. Moreover, this method is necessarily associated with another.

Leveled on max. customized inventory

This is aimed at limiting the quantity sent to the stores to a maximum customized quantity.

This option placed at any position limits the replenishment of a store.

The quantity to be sent to each store = max. inventory set up - current available inventory.

If a weighting coefficient per store is used, the formula becomes:

Quantity to send = (maximum inventory set up x coefficient) current available inventory.

Attention!

The maximum inventory quantities must have been created in the Minimum and maximum inventory module. They can be different depending on dimensions. Moreover, this

method is necessarily associated with another.

Max. inventory set up

This aimed at sending a quantity, so that every store will match the maximum inventory as preset.

The quantity to be sent to each store = max. inventory set up - current available inventory. If a weighting coefficient per store is used, the formula becomes:

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Quantity to send = (maximum inventory set up x coefficient) – current available inventory.

Attention!

The maximum inventory quantities must have been created in the Minimum and maximum inventory module. In this case, they can be different depending on dimensions.

Period of sales

This is aimed at sending a quantity based on the analyzed period of sales.

The quantity to send to every store = quantity sold over the period.

If the “Consider store inventory” option is enabled, the formula becomes:

Quantity to send = quantity sold over the period - current available inventory.

If a weighting coefficient per store is used, the formula becomes:

Quantity to send = (quantity sold over the period x coefficient) - current available inventory.

Note that using relative dates is possible and essential for planning.

Attention!

If the “Search on integration date” is enabled, the analyzed period is no longer based on the date entered in the sales document, but on its integration date (useful when

importing documents.)

Distribution weight

This is aimed at sending quantities to each store, based on a distribution weight previously defined by the inventory controller.

To quantity to send to each store = quantity removed from the warehouse x weight of the store. Each store is given a distribution weight by the user.

Example:

For each item dimension (size, colors, etc.) the following weights will be allocated based on the following principle:

This method has the advantage of allowing the addition of a store without altering the others. It is well-suited when implementing the beginning of a collection.

Life cycle curves

This is aimed at applying a seasonality coefficient of the life cycle curve for each item of the item selection.

This method allows you to work on the sales of the reference period (previous day, previous week, etc.) by applying a seasonality coefficient defined by the life cycle curve

module.

Example with a template curve:

Stores

Weight

Lille

London

Milano

Paris

Nice

Brussels

Total:

Stores

Weight

Coefficient

Lille

5/67

7.46%

London

15/67

22.39%

Milano

12/67

17.91%

Paris

20/67

29.85%

Nice

7/67

10.45%

Brussels

8/67

11.94%

Total:

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The replenishment calculated on the sales made between January, 30 and February 5, 2010 will be weighted the following way:

- Identification of the first day of the sales period, i.e. January, 30.

- Search for the period that includes this day: period 3.

- Multiplication of sales by seasonality coefficient.

Period of replenishment orders

This is aimed at sending a quantity relating to replenishment orders over the analyzed period, entered by the stores to be supplied.

This method works like the sales period method. Note that the replenishment orders covered by the period concerned will be closed.

Top sales over the selling period

This is aimed at using a coefficient depending on the ranking of the item within the top sales.

This method offers the advantage to privilege best-selling items, by increasing their quantities sent and freezing the items that sell poorly.

The “Top sales criteria” pane is used to refine the method by selecting several options, such as the period to consider for the calculation, the selection type for the top sales

(simple ranking or cumulative percentage,) the top sales criterion (quantity sold or sales figures.)

Moreover, item groupings are also possible.

The “Limit to the items of the proposal” option optimizes the calculation of the top sales by taking into account only the items concerned by the replenishment proposal.

This button is used to query or simulate top sales.

Attention!

Items not sold over the period covering the top sales will not be replenished. The solution to replenish not sold items is to use a 2

method, based for example on minimum

inventory.

The calculation period for the top sales is not linked to the selling period analyzed; but the latter is used to define the quantities to replenish whereas the first method

determines the ranking of items, and consequently, the mark-up coefficients.

Top sales set up on minimum

This is aimed at using a coefficient depending on the ranking of the item within the top sales.

This works the same as the top sales method, except that the process supplements the inventory for each store up to the minimum inventory set up, and not up to the sales

level of the period.

Assortment inventory set up

This is aimed at taking into account the inventory set up by using a method that resumes assortment data available in inventory by generating requirements per store.

This requirement will follow the functionalities of the proposals:

- Generation of transfers from sender warehouse to stores

- Generation of purchase orders to deal with shortage

This method will be implemented via the Inventory module, Store replenishment menu, and Assortments command.

For further information on how to set up this method, please refer to Assortment Management.

Forecast on sales and minimum inventory set up

This is aimed at realizing replenishment based on sales forecasts.

These forecasts must use sales history to calculate a weighting coefficient. This coefficient will apply to sales history over one or several weeks in order to obtain forecasts on

sales.

Period

History

Quantity

Projection

Coefficient

1/22/2009 to 1/28/2009

1/22/2010 to 1/28/2010

1.4

1/29/2009 to 2/4/2009

1/29/2010 to 2/4/2010

1.25

2/5/2009 to 3/11/2009

2/5/2010 to 3/11/2010

Example:

Sales of the curve

Sales of the period

Coefficient

1.25

Replenishment

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The replenishment module will then make a proposal using the minimum quantities and the forecasts on sales without exceeding the maximum inventory.

Step 1: Calculate the forecasts on sales

Back Office: Inventory - Store replenishment - Forecasts on sales

Click the [New] button to open the Forecasts on sales window, where you must specify a code and a description.

- The Item list field allows you to make a selection on items to process.

- The Store trigger field allows a selection of stores.

Then, select the sales period to analyze for the calculation of the weighting coefficient.

Finally, select the sales period to be used to create the forecasts with the weighting coefficient.

Launch the process: a summary report will be displayed in the Notepad tab.

Click this button to view or modify the result manually Only the “Weighting coefficient” and the “Week (1-10)” columns are modifiable.

This buttons allows you to perform a batch modification on these columns.

Note that several forecasts on sales can be created on the same basis.

Example:

You may have forecasts on sales for trousers and other forecasts for shirts.

You can also launch this process via a scheduled task.

Step 2: Launch replenishment with the method based on sales forecasts.

Back Office: Inventory - Store replenishment - Replenishment and distribution - Allocation method screen

Select the forecast created previously in the Forecast on sales section, and tick the additional options of your choice. The method works based on the following principle:

- A proposal will be generated, if the item inventory is inferior to the minimum inventory.

- A proposal will be generated, if the item inventory is inferior to the forecasts on sales.

- Replenishment will be leveled, if the item inventory is superior to the maximum inventory.

Additional Options for Allocation Methods

Back Office: Inventory - Store replenishment - Replenishment and distribution - Allocation method screen

Some options are proposed to optimize the allocation methods.

Distribution style

Some options, such as the distribution style, are proposed to optimize the allocation methods. The Distribution pane, available in the Allocation method screen, proposes 3

distribution types:

Hierarchical distribution

Quantities are distributed according to the display order of the store in the selection array. Therefore, if inventory is not sufficient in the sender central warehouse, distribution

will be made at the expense the stores positioned at the end of the selection list.

Example:

Allocation of 15 parts from the central warehouse for 5 stores requesting each 4 parts.

Store 008 is not replenished, and store 3 has only 3 parts instead of the 4 requested.

Stores

Requirement

Allocation

Remainder

001

005

002

003

008

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Distribution by ratio

The allocation method is based on the “Store’s requirement/Global requirement” ratio.

Example:

Allocation of 15 parts from the central warehouse for 5 stores requesting each 4 parts.

All stores will be replenished.

Priority axis

This distribution must be implemented via Settings - Stores - Priority in replenishments You can define there several priority axes, each corresponding to a preferential

ranking of stores by various criteria.

Click the [New] button to create a replenishment priority axis.

In order to get help for the selection of the stores, tick the “Display multiple selection criteria for stores” option to view multiple criteria such as zip code, city, etc.

Inventory areas

Some options, such as the one concerning inventory areas, are proposed to optimize the allocation methods. The “Restriction on inventory proposals of stores” pane is

described in detail hereafter: This allows you to exclude, from the proposal calculation, items according to quantities in some inventory headings.

Example:

If you do not want to replenish items with sales inferior to 2, you have to set up the following:

Do not propose anything if inventory areas typed “FFO” are inferior to “2”.

Therefore, you must:

- Enable the “No proposal if inventory areas” setting.

- Select from the first field Front-Office sales (FFO).

- Enter 2 in the last field.

Stores to supply

Some options, such as the one concerning the stores to supply, are proposed to optimize the allocation methods. The lower part of the screen proposes a list of stores to

supply. The Grouping field offers the possibility to use a group of stores.

Considering the ranking of stores

The display order of the stores is taken into account for the allocation in the case of hierarchical distribution. But, this is also important if there are residual quantities. These

quantities are resulting from rounding variances: indeed, it may be difficult to transfer 1.5 unit. It is then possible to transfer 2 units (round up) or 1 unit (round down) These

rounded quantities result in more or less quantities in the central warehouse as compared to the strict result of the process.

In the case of a rounding variance, the display order of the stores to supply is then taken into account, and the following principle will apply:

- Allocation of more parts compared to the parts to transfer: removal of one part per store starting from the bottom of the list until regularization.

- Allocation of less parts compared the parts to transfer: addition of a part per store starting with the top of the list until regularization.

Example:

Stores

Requirement

Ratio

Allocation

Remainder

001

20%

005

20%

002

20%

003

20%

008

20%

Total

Stores

Coefficient

Theoretical shipment

Actual shipment

Quantity to distribute

Lille

33.33%

London

33.33%

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Favor location

Some options, such as the “Favor location” option, are proposed to optimize the allocation methods.

This option available in the central part of the allocation method screen supplements methods on minimum inventory.

It favors stores that did not had the item in their possession, and thus do not offer this item for sale, replacing at the end of the list, the stores that have already received and

sold this item.

This option may be useful in the following case: a new item is tested in 3 stores.

If it sells well, all the stores will be replenished, favoring those that have not yet sold this item (based on GQ_VENTEFFO): The 3 store of the test are not priority.

Example:

With this new option, the priority of the stores changes:

Miscellaneous options

Some options, such as those described hereafter, are proposed to optimize the allocation methods.

Checking maximum inventory

If an allocation method based on maximum inventory is used, the “Checking maximum inventory” option allows you to ignore it.

Example:

Application of two first methods that take into account the maximum inventory method, and then a final method that does not take it into account.

Applying coefficient per store

If the “Applying coefficient per store” option is ticked, then in the list of stores, the Coeff. column allows you to enter the coefficient manually for each store, in order to

weight the quantities to transfer.

This coefficient increases (superior to 1) or decreases (inferior to 1) the actual requirements of stores. It may vary from <0 (if 0, the store is removed from the list) to 1,000

(maximum value)

Consider store inventory

This option is used to adjust the final replenishment proposal, taking into account the actual inventory existing in the store.

Example:

If the gross replenishment proposal is 2, and there is 1 in stock, then the net proposal will be 1.

Follow-up of Replenishment Proposals

Back Office: Inventory - Store replenishment - Replenishment and distribution

Viewing/Modifying a replenishment order

Milano

33.33%

Order

Store

Min. inventory

Received

Sale

Inventory

Requirement

Paris Grenelle

Lyon

Toulouse

Lille

Cannes

Order

Store

Min. inventory

Received

Sale

Inventory

Requirement

Toulouse

Lille

Cannes

Paris Grenelle

Lyon

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The screen displays a list of existing proposals: double-click on the proposal you want to view or modify.

Replenishment of type Transfer

Click the [Proposal modification] button available in the tool bar. Only items requiring replenishment are proposed.

Just click the [Select all] button to select all the items proposed, or use the space bar to select items of your choice one-by-one.

Click the [Proposal validation] button to display the "Generation of transfers" window. Then select your transfer options.

Replenishment of type Purchase document

Click the [Proposal modification] button available in the tool bar. Only items with shortage are proposed.

Just click the [Select all] button to select all the items proposed, or use the space bar to select items of your choice one-by-one.

Click the [Proposal validation] button to display the Generation of purchases Then select your transfer options.

Replenishment of type Transfer and purchase document

Click the [Proposal modification] button available in the tool bar. The Allocation screen is divided into 2 parts:

- The upper part displays the list of the impacted items.

- The lower part displays the detail of the allocation for the sender central warehouse and the stores to supply.

According to the item you will select in the upper part, the low part will display its details.

Relating to proposals:

- For items without dimensions: proposals can be directly modified in the lower part of the screen.

- For items with dimensions: double-click on a line displayed in the lower part to open the Item entry screen to view and modify the item distribution per dimension.

You can invert the display of the screen by clicking the [Invert] button to control for a given item the quantities sent to each store.

Note that two options in the header of the screen may limit the display of the proposal items to the items with at least one missing part and/or with at least one proposal.

The setup of columns allows you to display 2 types of quantities:

- Column “Missing”: if the requirements of a store are not fully satisfied (excluding maximum inventory allocation methods), this column will display missing quantities for

the central warehouse.

- Column “Surplus”: if the requirements of a store are fully satisfied, and there is still a quantity to allocate in the central warehouse, this column will display these quantities.

The proposals made will be saved when you exit the Allocations screen

Reset/Statistics

Erase or reset the replenishment proposal

Use this button, available in the Replenishment and distribution screen to:

- Reset proposal: its settings are kept. Only the allocation result is erased. This option is preferred to deletion.

- Erase notepad: the Information tab is cleared of all previous process traces.

View statistics on proposals

Click the [Statistics on proposals] button to view the number of references sent to each store by the means of a replenishment proposal.

Information displayed on the “Statistics on proposals” screen can be exported in binary or Excel format by the means of the [Export] button.

Manual Inventory Balancing - Contents

Manual inventory balancing allows inventory exchanges between stores, facilitating rapid inventory balance between different warehouses. This balancing procedure may be

carried out by the means of the following commands:

- Inventory Balancing

- Replenishment and Distribution feature.

The first two topics explain the procedure for each of these two commands.

The last topic explains how aggregates can be used helping inventory to be balanced manually, regardless of the command used.

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Procedure via Inventory Balancing

Step 1: Create inventory balancing

Step 2: Select reference

Step 3: Enter quantities to transfer

Step 4: Launch the process

Procedure via Replenishment and Distribution

Step 1: Display the Balancing column

Step 2: Prepare transfers

Step 3: Print inventory balancing for stores

Step 4: Generate inventory balancing for stores

Aggregate calculation

Selecting stores and items

Calculation settings

Launching the calculation

Using aggregates when balancing inventory

Replenishment Open to CBS

Back Office: Inventory - Store replenishment - Replenishment and distribution

This is aimed at handing over control to an external tool that will modify the quantities proposed by the replenishment feature, in order to generate later documents in

Yourcegid Retail Y2.

Configuring the CBS process

You can specify in each record that the proposal is to be modified by CBS, after the calculation of the proposal.

Open the proposal of your choice, click the [Specific settings] button to define the options of the process.

Printing and Generating Replenishment Documents

Back Office: Inventory - Store replenishment - Replenishment and distribution

Reports linked to replenishment proposals

In the Replenishment and distribution screen, this button allows you to print the following reports:

- Preparation slip: prints a list of transfers sorted by items.

- Transfer proposal: prints a list of items for each transfer. Note that proposals can still be modified after printing.

- Print labels: prints the labels linked to the proposal. Note that the Page layout section allows you to select the template and some printing options specific to labels.

Field

Description

CBS process

Tick this option to specify that a CBS process will be carried out. If this option is

ticked, the replenishment calculation will be performed, but documents will not be

generated.

Generation after processing

Select the documents you want to generate:

- The “Purchase documents” option refers to documents such as purchase order

proposal, purchase orders, etc.

- The “Transfer” option refers to documents such as transfer requests, transfers, etc.

Planning

The “Task number” field specifies that the document generation is processed

as scheduled task.

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- Balancing of stores: the Page layout section allows you to select the template desired for this balancing.

Generation of purchase documents

Open the proposal of your choice; click the [Processing] button, and then the Generation of purchase documents option.

This process can then result in detecting missing quantities in the central warehouse. You can then generate for these quantities, purchase orders or purchase order proposals.

In the “Generation of purchases” screen that displays, the Generation pane offers 3 generation methods described hereafter:

Y2 generation

This option generates directly in Yourcegid Retail Y2, a purchase order or a purchase order proposal. The "Distribution by stores” option, if enabled, generates a purchase

document for each store. Otherwise, one single document is generated for the sender central warehouse.

Generation of an ASCII file

A file can be generated according to a configurable format. This file can be transferred to another device via an FTP copy.

Generation of an ORLI ASCII file

A file can be generated according to a format adapted to ORLI. This file can be transferred to another device via an FTP copy.

Generation of transfers

Open the proposal of your choice; click the [Processing] button, and then the "Generation of transfers" option. Replenishment proposals are changed into transfers sent

to the stores.

In the “Generation of transfers” screen that displays, the Generation pane offers 3 generation methods described hereafter:

Y2 generation

Transfers or transfer requests are directly generated in the application.

Generation of transfer requests

The transfer proposal allows the use of a document type called Transfer request instead of transfers. This will reserve the goods until their preparation, and finally their

transfer.

In order to take into account these transfer requests, you must enable, in the setup window of the proposal, the “Transfer request quantities (received/sent)” located in the

Warehouse inventory pane.

The transfer requests can be validated as sent transfers + transfers to validate or received transfers depending on the recipient store. A report enables you to view the gaps

between the transfer requests and the transfers sent to the stores.

Attention!

There is no management of remaining quantities between a transfer request and a sent transfer. Upon validation of a sent transfer, the transfer request is closed immediately.

Generation of an ASCII file

A file can be generated according to a configurable format. This file can be transferred to another device via an FTP copy. This feature can be used in the case where

inventory is managed by an independent “stocker”. If the “Positive allocation proposals” option is ticked only positive proposals are taken into account.

Generation of an ORLI ASCII file

A file can be generated according to a format adapted to ORLI. This file can be transferred to another device via an FTP copy.

Generation of store balancing

Open the proposal of your choice; click the [Processing] button, and then the Generation of store balancing option.

Once launched, the process prepares the transfer requests, then the transfer validations to finally achieve the printout of the document.

Replenishment Rules - Contents

Yourcegid Retail enables you to manage replenishment using several rules previously set according to your needs. Both rules allow you to manage replenishments are based

on minimum and maximum inventory management, as well as item exclusion.

Note that the Replenishment (P30428) module must be initialized to be used.

For further information, also see topic Store Replenishment.

Overview and settings of replenishment rules

Objective and overview

Optional settings

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Managing replenishment rules

Creating replenishment rules

Procedure according to the rule selected

Operations possible on replenishment rules

Manual exclusion of items/stores from replenishment

Exclude from item replenishment

Exclude from store replenishment

Overview and Settings of Replenishment Rules

The 2 rules allowing you to manage replenishment are as follows:

- Min. Max. inventory: This rule initializes the minimum, maximum inventory and assortments in a cross-reference of items and stores.

- Exclude items from replenishment: This rule allows you to block a replenishment item, at the most detailed level for a group of stores.

For both these rules: If the record inventory does not exist, it will be automatically created. The principle is to therefore create a list of rules to be applied at night in scheduled

tasks, so that replenishments launched the following day recognize the new values set for min./max inventory, or in the blocking of references.

Note that you may manually intervene to specify replenishment values at the item’s most detailed level (directly in the item record). But this operation is rather long and must

be repeated for each automatically generated list .

We recommend that you avoid multiplying rules, otherwise this function will become complex.

To use replenishment rules, you must properly classify the information in the database.

Overview of replenishment rules

Back Office: Inventory - Store replenishment - Rules for replenishment

Min and Max inventory rules

This method allows you to manage updating:

- Minimum inventory

- Maximum inventory

- Assortment inventory

Item exclusion rules

This method automatically updates replenishment exclusions (exceptions) before each replenishment proposal.

Example:

Exclude from replenishment:

- woolen items

- stores in a “regional” network

- during summer

Attention!

Rules set in this way may overwrite exceptions entered manually.

Optional setup: Creating item lists

Back Office: Basic data - Items - Item list

You can use item lists in order to process large volumes of items during replenishment. This step is, of course optional, but it enables you to directly select a generic item list

(or dimensioned) to apply the rules to.

For more information, refer to Lists of items.

Remember: Item lists must have “Replenishment” as scope of use.

Managing Replenishment Rules

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Creating replenishment rules

Back Office: Inventory - Store replenishment - Rules for replenishment

Only the lower section of the screen will differ, regardless of the rule selected. Consequently, follow the procedure common to rules, as described below, to create

replenishment rules.

Click this button to display the “Replenishment rules” window.

Generic information

Rules must have a code and description, as well as a validity period.

The “Closed” option allows you to prevent the use of a rule. Another solution to avoid using a rule is to exclude the validity period.

Selecting stores and items

AND / OR between each selection provides you with a maximum of combinations as to item and store selection. Store selection may be done one by one, using the Values

fields.

You may also use groups previously created in user-defined store tables.

Items may be selected in two ways:

- By classification: collection, category level, user-defined tables Several values can be selected for each classification.

- From previously created item lists (see Creating Item Lists).

Based on the rule selected

This procedure is detailed hereafter.

Procedure according to rule selected

Back Office: Inventory - Store replenishment - Rules for replenishment

If the rule is an Item Exclusion type

The “Exclude from replenishment” panel is displayed in the lower section of the screen. Options in this section allow you to specify whether the item is

- integrated into replenishment: check the “Take into account” option

- or excluded: check the “Exclude” option

In this way, you can manage rules more specifically:

- Rule to exclude an item from replenishment for all dimensions.

- Rule to take into account the item for the color White.

If the rule is “Min and Max Inventory”

The panel concerning various inventories (minimum, maximum and assortments) will be displayed in the lower section of the screen.

When executing rules, the quantity will be updated according to the options checked and quantity entered.

Operations possible on replenishment rules

Back Office: Inventory - Store replenishment - Rules for replenishment

Schedule processing

Using several criteria, you can program rules calculation so that they are run during the night.

Generate update operations

This button enables you to manually start the operation. The information in item records by store will then be updated.

This method allows you to check runtime and see the results immediately. Runtimes are saved in the Notes tab, in the Replenishment rules record.

Duplicate a rule

Within a record, this button allows you to duplicate just one existing rule by clearing the code and description. This rule will take the last row run.

Delete a rule

With a record, this button allows you to permanently delete a rule. If you wish to temporarily disable a rule, close it or exclude it from the period of validity.

Manual Exclusion of Items/Stores from Replenishment

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Exclude from item replenishment

In Yourcegid Retail, there is a method for excluding items from replenishment, but this method does not allow exceptions to be saved. It enables you to quickly take action on

items which can no longer be ordered from the supplier (item exclusion), or must never be replenished in a store (item exclusion in-store). Exclusion may be done record by

record or in series.

One by one exclusion

Back Office: Basic data - Items - Items

In item records, you can manually exclude desired items from replenishment:

- Generic items: Check the “Exclude from replenishment’ in the Characteristics tab in the item record.

- For a dimensioned item: Display the “Exclude item from replenishment” option in the Dimension tab of the item record, by configuring this field via the [Settings] button.

Then select Yes or No.

Excluding in series

Back Office: Inventory - Store replenishment - Exclude items from replenishment

The update in series function enables you to set exclusions by replenishment or re-integrate them into replenishment, several items at a time. Numerous selection criteria, such

as item characteristics (free item, discountable, etc.) or by dimension, enable you to do this.

Select the desired items using the space bar, then click the button to start processing. The “Exclude items from replenishment” window will open with the following

options:

- Exclude from replenishment

- Re-integrate into replenishment

A report will be displayed at the end of the operation.

Exclude from store replenishment one by one

Back Office: Basic data - Items - Items

You can manage exceptions by excluding items for a specific store.

Generic items

Click the [Additional information] button in an item record, then select the “Warehouse inventory availability” option.

In the “Items Available” window which will open, select the desired warehouse then double-click on a warehouse line.

When the new window opens, open the Information tab and check the “Exclude replenishment/warehouse” option.

Dimensioned items

Select the desired warehouse in an item record’s Dimension tab. Use the [Settings] button to display the “Exclude from store replenishment” field.

This window will enable you drag the field into the list of values displayed.

Click the “Exclude from store replenishment” field in the Dimension tab, then select Yes or No. Your choice will depend on whether or not you wish to exclude an item from

store replenishment.

Procedure via Inventory Balancing

Back Office: Inventory - Processing - Inventory balancing

This command is used to prepare transfer requests over several days and validate all at once.

Step 1: Create inventory balancing

Click the [New] button to create the desired inventory balancing, and populate the fields described hereafter.

Field

Description

Code and description

Code and description of the record for quick identification.

For example: Balancing stores in Paris

Display of item selection

Optional field used to select references to limit the item select to a specific color or

size, for example.

Multi-store mask type

To be operational the balancing module is based on a multi-store mask type. Just to

remind: masks and mask types must be created in the Settings module via the item

dimensions menu.

Three values pare possible:

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Step 2: Select reference

This button gives access to list of items. The display of this list depends on the selection done on the previous screen, in field “Display of item selection.”

Double-clicking a line triggers the display of the item selected, and detailed by warehouse. The header of the screen displays 3 types of data:

- Information on item

- Selection of the warehouse to deplete

- Filter on the warehouses to display

Step 3: Enter quantities to transfer

You have to select a sender warehouse to perform transfers. Once this warehouse is selected, it will be highlighted in dark blue, and the font is displayed in white.

To customize the display of that screen, use this button and select the fields to display, such as proposal, balancing, initial inventory, and final inventory, for example.

“Proposal” is the only required field that will be used to enter the quantity to transfer between warehouses. The other fields are optional; you can select a maximum of 10

fields.

Two fields are dynamic fields:

- Balancing: corresponds to the proposal. If you are positioned on the sender store the Balancing field is negative; otherwise it is positive.

- Final inventory: corresponds to “Initial inventory” minus the value in field “Balancing”.

The “Initial inventory” field displays the physical inventory (GQ_PHYSIQUE) of the item in its warehouse. This inventory value indicates whether it is possible to transfer

the item from one warehouse to the other.

Display aggregates

Note: if you want to use aggregates for inventory balancing, you must calculate them before. Before proceeding with the procedure described here, refer to the chapter about

Aggregates calculation. Aggregates are available at item level by warehouse:

- 3 coverage rates, expressed in number of days.

- 3 daily rates originating from the coverage rate calculation

- 3 sales periods originating from the coverage rate calculation

- 3 efficiency rates

- 3 turnover rates

These values are displayed in the table based on the customization done in the setup window.

On this screen, click the [Advanced...] button to display the window where you can define the conditions on the fields.

Status

- On hold: The module is waiting for references to be entered

- Error: transfer requests failed to be generated

- Done: transfer request are generated. Inventory balancing cannot be modified. It

can only be viewed. You must create a new code to generate a new balance.

Display of replenishment

aggregates

Optional options use to manage aggregates for inventory balancing. First of all,

aggregates must be calculated before you can use them. Consequently, for further

information about aggregates, please refer to:

- Aggregate calculation

- Display of aggregates (see Step 3 hereafter.)

Statistics

Allows you to find out if there are transfer requests awaiting generation.

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Display balancing details

Click this button to open a recap of balancing details as you entered it.

Step 4: Launch the process

After having validated the previous steps, the Inventory balancing window displays again, and allows you to generate inventory balancing and view the transfer requests.

Procedure via Replenishment and Distribution

Back Office: Inventory - Store replenishment - Replenishment and distribution

The Replenishment and distribution module can automatically trigger restocking from the sender central warehouse, or issue replenishment requests to suppliers. The

balancing feature enables manual stock exchanges between stores thanks to the results of the initial proposal.

Note that inventory balancing is only possible after having launched a replenishment calculation. Indeed, the result of this calculation will be used for inventory balancing.

Attention!

- Only replenishments of type “Transfer and purchase document’ allow you to perform inventory balancing.

- Replenishment of type “Transfer” or type “Purchase document” do not offer this possibility.

Step 1: Display the Balancing column

The Replenishment and Distribution screen displays the list of existent proposals.

Double-click a proposal of type Transfer and purchase document, and then click the [Proposal modification ] to open the Allocations screen.

In this screen, click the [Column settings] button, and add Balancing to the lit of columns to display.

The addition of this column will highlight the items concerned.

Specials about dimensioned items

On the Allocations screen, for dimensioned items, double-click the size/store combination concerned.

The Item entry screen then displays; click this button to configure the Balancing column.

Step 2: Prepare transfers

This is aimed at transferring merchandise from one store to another. This operation will be performed from the following screen:

- From the Allocations screen for a unique size item

- From the Item entry screen for a dimensioned items

The option described hereafter are available for each cell by the means of a mouse right-click. Select the store that will send the goods via the contextual menu Selection of

the sender store (right-click on the cell.)

Example: Display on a green background a turnover rate higher than 2.4:

Other example: Display on a red background physical inventory higher than 0:

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You must then position on the store that will receive the goods, and select the quantity to transfer by the means of the contextual menu (right click):

- Purge the sender store: recovers the initial inventory of the sender store.

- Transfer one part

- Transfer a quantity of X

- Two options allow you to cancel the transfer:

- Cancel the transfers of the cell: removes the transfers received or sent in this store.

- Cancel all transfers: removes all transfers of the selected item code.

- Viewing the transfer detail will display the transfers sent or received in the store for the selected item.

Step 3: Print inventory balancing for stores

From the Replenishment proposal screen, the [Print] button will print a summary of inventory balancing.

Step 4: Generate inventory balancing for stores

From the Replenishment proposal screen, the [Processing] button will generate inventory balancing in stores.

The result can be displayed in the query of transfers by selecting Transfer request as document type.

Aggregate Calculation

Back Office: Administration - Scheduled tasks - Aggregates of replenishments

Aggregate calculation is an operation scheduled at night or launched manually.

Selecting stores and items

Aggregate calculation is not significant on all items and all stores. The Characteristics tab displays two sections where you can limit the items and stores to process.

- Store selection

- Item selection

Aggregate calculation can be launched several times, in particular for managing groups of items, or different sales periods per store.

For items, the calculation will be performed at the finest level, i.e. the barcode.

Calculation settings

Turnover rate

The objective of this rate is to determine how many times an item is restocked in the store, from its location. For this kind of calculation, the following elements must be taken

in account:

- Inventory

- Purchases

- Internal movements

- Sales: Three periods can be defined in order to analyze the turnover more accurately depending on the period (e.g., standard period, first markdown period, and second

markdown period.) These periods may show the acceleration or fall of the turnover rate. These periods are necessarily consecutive, thus allowing you to benefit automatically

from an overall period adding the sum of each period.

Note: When considering purchases and internal movement, you can use document user-defined tables. Therefore, it is necessary to configure the user-defined tables in the

Settings Module, via menu Documents and Command Documents/Types (select the document type and go to the “User-defined tables” tab.)

Efficiency rate

The objective of this rate is to determine the sell-through rate of the items received. For this kind of calculation, the following elements must be taken in account:

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- Inventory

- Purchases

- Internal movements

- Sales: The three periods concerned are defined in the same logic as for the turnover.) Three efficiency rates can be used:

- Efficiency rate of period 1

- Efficiency rate of period 2

- Efficiency rate of period 3

Coverage rate

The objective of this rate is to determine the number of selling days before shortage. This rate depends on the sales period taken into account. This kind of calculation uses a

daily rate and a sales period. An intermediate calculation will be performed to determine the number of days each store was open. We should consider that a store is open if at

least one sale has been finalized during the day.

For this kind of calculation, the following elements must be taken in account:

- Inventory

- Sales: The three periods concerned are defined in the same logic as for the turnover.) Three coverage rates can be used (such as coverage compared to week’s sales, coverage

compared to the month’s sales and coverage compared to the sales from the location.

Launching the calculation

Click this button to launch the aggregate calculation.

Click this button to display the result.

Using aggregates when rebalancing inventory

To use aggregates when entering inventory quantities to transfer from one store to the other, refer to chapter “Entering quantities to transfer”, and in particular section “Show

aggregates”.

Minimum and Maximum Inventory - Contents

Specifying a minimum inventory involves entering the quantity you do not want the inventory of an item to fall below. The objective is to avoid inventory shortages, and

particularly zero inventory, and thus avoid losing potential sales.

Conversely, specifying a maximum inventory involves entering the quantity which you do not want the inventory of an item to exceed. The objective is to avoid inventory

surpluses and their associated costs.

Simply entering minimum and maximum quantities is not sufficient to achieve these objectives. Instead, entering these quantities is intended to be used as a basis for the

implementation of automatic replenishment methods.

Preliminary settings

Setting line information

Managing access rights

Generating minimum and maximum inventory

Using a wizard

Manual entry of minimum and maximum quantities

For item selections

By item

By duplication

By dimension mask

Preliminary Settings

Setting line information

Back Office: Settings - Documents - Documents/Types

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These are optional settings which enable you to view the minimum and/or maximum quantity set for selected documents.

Select the desired document type on the right side of the screen. Open the "Line information" tab and select "Minimum stock" and/or "Maximum stock".

Example:

If you have configured "Maximum stock" for the "Supplier order" type, this will allow you to view the maximum stock configured for each item in the document when

entering orders.

Managing access rights

Back Office: Administration - Users and access - Access right management

Menu (103) - Inventory/Replenishment/Min. and max. inventory

The lines in this menu allow you to authorize the relevant user groups to use the various methods for creating minimum and maximum inventory.

Generating Minimum and Maximum Inventory Using a Wizard

Back Office: Inventory - Store replenishment - Min. and max. inventory/Generation wizard

It allows you to generate the minimum and/or maximum inventory for a list of warehouses.

The aim is to generate a minimum inventory based on the quantities entered in orders or receipts for a given period.

First, simply specify the type of document and the period to be analyzed and then check the Minimum inventory and/or Maximum inventory boxes as appropriate.

Coefficients are used to decrease or increase the gross quantities calculated by the process.

The warehouses affected can then be selected and switched to the "Warehouses to supply" column in the desired order of calculation.

Then use the [Apply] button to start the search for items corresponding to the criteria previously entered.

If you wish to obtain additional information on the proposed calculations, click the [Information] button.

Before any update, press the [Generate list] button to view the item list.

If you wish to update all item stock records, use the [Generate all] button.

You may use the [Undo] button to reboot the operation at any time.

Minimum and Maximum Quantities - Manual Entry

For selected items

Back Office: Inventory - Store replenishment - Mini. and max. inventory/Initialize min. and max. inventory initialization

It allows you to view and generate minimum and/or maximum quantities for previously selected items, or for just some of their dimensions.

If you want to make a non-continuous selection of items, use the space bar; otherwise, you should use the [Select all] button.

Validation will then be done via the [Launch process] button.

The stock initialization window will open, where you can selected minimum and/or maximum item quantities.

Use the [Generation] button to start the process.

Notes:

- The maximum quantity must be greater than the minimum quantity.

- If you are not using maximum inventory, we recommend that you uncheck the option to avoid entering a zero quantity.

By item

Back Office: Basic data - Items - Items

You can enter or modify the minimum and maximum inventory for an item and a warehouse from the item record directly.

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Items with dimensions

The Dimensions tab in the Item record allows you to view and change these values. The [Settings] button allows you to select the Min. inventory and Max. inventory fields in

the dimension object.

Items without dimensions

The [Additional information/ Warehouse inventory availability] button opens the “Available Items” window, allowing you to view item inventory in a particular

warehouse.

You can double-click on one of the lines. Each line corresponds to a store. A new display window will then open. You can use the second Inventory tab in this window to

directly modify the minimum and/or maximum quantities in stock.

By duplication

Back Office: Inventory - Store replenishment - Min. and max. inventory / Duplicate min. and max. inventory

Duplication of min and max inventory menu allows you to copy the minimum and/or maximum quantities from a reference warehouse to a list of warehouses for previously

selected items, or for just some of their dimensions. If making a non-continuous selection, you can use the space bar to select the items; otherwise, use the [Select all] button.

Use this button to validate. A window will open where you can :

- Specify the warehouse of reference

- Check the option for copying the minimum and/or maximum inventory, or the assortment inventory for the selection

- List the warehouses to be supplied

The [Create inventory records] option allows you to generate minimum and/or maximum inventory even when the item is not in stock in one of the stores to be supplied.

The [Erase data before updating] option resets the minimum and/or maximum quantities in stock.

The [Statistics] button allows you to view information on the items included in the selection via the notepad.

By dimension mask

This method allows you to enter the minimum and/or maximum quantities in stock using dimension masks. It can be adjusted according to the allocation types, which have

been previously entered.

Step 1 : Entering allocation types

Back Office: Inventory - Store replenishment - Min. and max. inventory/Type of inventory allocation

Allocation types enable you to make several different entries for the same dimension mask. All you have to do then is select the given type depending on the stores. This

method allows you to vary the minimum and maximum quantities according to external criteria such as the area of the stores or their sales figures.

Example 1:

- TO1: Average turnover

- TO2: High turnover

- TO3: Very high turnover

Example 2:

- RO1 : Average stock rotation

- RO2 : High stock rotation

- RO3 : Very high stock rotation

Step 2 : Entering generation models for minimum and maximum inventory

Back Office: Inventory - Store Replenishment - Min. and max. inventory/Enter quantity by dimension mask

This command enables you to enter minimum and/or maximum quantities for each allocation type and each mask dimension. The upper section of the screen displays the

allocation types previously entered. Select the dimension mask from the right side of the screen, then enter the minimum and/or maximum inventory for each dimension.

Step 3 : Generating minimum and maximum inventory

Back Office: Inventory - Store replenishment - Mini. and max. inventory/Generate min. and max. inventory

Once the previous step has been done, you will then need to allocate the minimum and/or maximum quantity to items. This is the generation step. A multi-criteria selection

screen for items allows you to select the items to be allocated.

Use this button to start a search. You can then enter options via the "Allocation of min. and max. inventory" window, where you can select :

- The stores for which minimum and maximum inventory is to be allocated

- The model (allocation type) used for dimensioned items

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- The quantities for any items without dimensions

Following generation, a report allows you to check the number of items updated.

Attention !

Entry via masks is necessary, but not sufficient. You will need to start generation so that minimum and maximum quantities will be created.

Replenishment Suggestions for Customer Orders

Back Office: Purchases - Generation - Replenishment for customer orders/Replenishment suggestion

This function allows you to generate an inventory replenishment based on selected customer orders. The generated replenishment documents can either be purchase orders or

purchase order proposals.

Generating replenishment suggestions

Search for customer orders according to the selection criteria available. Select the customer order lines you want to take into account via the space bar.

Click the [Open wizard] button to display the Replenishment options window, and then select the different options.

Step 1: Replenishment options

This button allows users with the appropriate access rights to save a configuration that will be restored each time a new suggestion is created. If no configuration is saved,

the default configuration for the record will be loaded.

This option requires a specific access right accessible in the Back Office via Administration - Users and access - Access right management. Then, select

Concepts/Commercial management/Document entry/Save wizard settings for replenishment proposal.

Step 2: Options of generated documents

This step only displays if in the previous step, the Suggestion control option was not ticked. It allows you to define the type of document that will be generated by the

suggestion (purchase order or purchase order proposal), and whether the generated document must be modifiable.

Launching the process

The process will be launch once the different options have been selected. Click the [End] button to initiate the process. Several cases may occur:

The suggestion is not generated

This may occur if the inventory level is sufficient and the "Consider inventory" option was selected In this case, a message informs you that inventory is sufficient to fulfill

the lines of the selected customer orders. Consequently, the suggestion is not generated.

The suggestion is generated automatically

This may occur if the inventory level is not sufficient and the "Suggestion control" option was not selected. In this case, the purchase document will be generated

automatically, and a report will be displayed for you to check the automatic creation of the document. According to the choices made in step 2, the generated document will

be a purchase order or purchase order proposal.

The suggestion has to be checked before it is generated

This may occur if the inventory level is not sufficient and the "Suggestion control" option was not selected. In this case, the application displays the “Suggestion no. XX”

screen, with in column "To order" the suggested quantity to order, according to the elements specified before. At this stage, you can proceed as follows:

- Modify the suggested quantity, if need be.

- Use this button if you want to display a recap of the quantities.

- Use this button if you want to modify the valuation initially selected.

- Finally, use this button to generate the purchase document, and display the “Options of generated documents” window.

- Select the type of document that will be generated by the suggestion: purchase order or purchase order proposal, and specify whether the generated document must be

modifiable.

- Click on Next, and then on End.

Field

Description

Suggestion control

This option allows you to use an intermediary step. This will be useful for viewing

and modifying a replenishment suggestion. Both the quantities and purchase prices

for the suggestion can be modified. The new values will be taken into account when

generating replenishment documents.

Consider inventory

You can define the inventory values that are to be taken into account when

calculating the suggestion (current physical inventory, inventory expected from

supplier, reserved/prepared for customer, and minimum inventory).

Suggestion valuation

You can select the valuation that will be used when generating documents

(purchase price lists, inventory LPPs, item record LPPs or tax exclusive purchase

price from the item record.)

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- A report displays for you to check the automatic creation of the document.

Managing Assortments - Contents

The aim is to determine the products distributed by each store, with the constraint that two stores can sell different items.

The way to create this relationship is having a link between a store and every item it sells.

Modeled management rules can be implemented to make this association the fastest as possible.

When creating a new item, this relationship enables faster allocation of inventory without having to enter the quantities manually.

This module enables you to define the assortment inventory across both items and stores, in order to use this assortment inventory as minimum inventory in restocking.

Settings for assortment

Company settings

Range types

Access rights

Configuring items

Creating assortment criteria for items

Allocating assortment criteria to items

Entering ranges by item

Configuring stores

Creating assortment criteria for stores

Entering ranges by store

Using assortment inventory

Initializing the assortment

Use in replenishment and distribution

Copying the assortment inventory

Settings for Assortments

Company settings

Back Office: Administration - Company - Company settings

Go to Commercial management/Inventory, and tick the “Assortment inventory management” option.

Range types

Back Office: Inventory - Store replenishment - Assortments/Range types

This command is used define assortment levels.

Examples:

Level A for low cost range

Level B for medium range

Level C for luxury range

Access rights

Back Office: Administration - Users and access - Access right management

Access rights authorizing or not the use of functionalities linked to assortments are set in the Inventory (103) menu.

Inventory - Store replenishment

- Replenishment and distribution

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Inventory - Store replenishment/Assortments

- Range types

- Item criteria

- Allocate item criteria

- Enter ranges by item

- Store criteria

- Allocate store criteria

- Enter ranges by store

- Initialize assortment inventory

Inventory - Store replenishment/Min. and max. inventory

- Copy assortment inventory

Configuring Items for Assortments

Creating assortment criteria for items

Back Office: Inventory - Store replenishment - Assortments/Item criteria

This command allows the creation of assortment types that will be allocated later to items (“Assortment criterion” field available in the Characteristics tab of the item record.)

The criteria allow you to group the items based on their distribution type in the store. Assortment criteria are of different types.

Examples:

- Ready-to-wear for women, Ready-to-wear for men, Children, etc.

- Sports watches, Fashion watches, Alarm clocks, Clocks, etc.

- Supplier 1, Supplier 2, Suppler 3, etc.

- Brand 1, Brand 2, Brand 3, etc.

Please note!

An assortment criterion of type “Exceptional criterion” is created systematically. This criterion cannot be suppressed and is defined as follows:

- Code: ...

- Description: Exception

The items it represents are then managed in a special way (see the paragraph “Entering ranges by item”.)

The entry of an assortment criterion is not mandatory. Items without an assortment criterion are not taken into account in replenishment by assortment.

Items can also be excluded from replenishment, temporarily, if their assortment criterion is removed from the item record.

Allocating assortment criteria to items

Back Office: Inventory - Store replenishment - Assortments/Allocate item criteria

This command allows you to quickly allocate an assortment criterion to all of the selected items: It also allows you to change the assortment criterion of the item, or delete it,

so that the item will not be taken into account in replenishment by assortment.

Entering ranges by item

Back Office: Inventory - Store replenishment - Assortments/Enter ranges by item

Two options available in the upper part of the screen allow you to enter a value crossing both the range and the item assortment criterion.

Entry by assortment criterion

This option allows you to enter the typical quantity at the intersection of the assortment criterion and the range.

You can enter a quantity by range for each item by double-clicking on the line or by using the [Entry by item] button.

This button allows you to apply the default values of the criterion.

Entry by item to manage the exceptions

This is used to process items with an assortment criterion of type “Exception”. Distribution is done directly by item. Note that new items will be associated with the default

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value of the assortment criterion, but this information can be modified.

Configuring Stores for Assortments

Creating assortment criteria for stores

Back Office: Inventory - Store replenishment - Assortments/Store criteria

In the same way as for items, you enter assortment criteria with the purpose of grouping together stores that have similar functions: You can create geographical criteria, for

example, Northern stores or Southern stores.

The record of each store includes a new field —“Assortment criterion” in the Additions tab — to enter this new information. If no assortment criterion is allocated to the store,

the latter is not taken into account.

Allocating assortment criteria to stores

Back Office: Inventory - Store replenishment - Assortments/Allocate store criteria

This screen allows you to quickly allocate assortment criteria to each store.

Entering ranges by store

Back Office: Inventory - Store replenishment - Assortments/Enter ranges by store

The allocation is used to configure the types of ranges to be assigned to each store. Two options available in the upper part of the screen allow you to enter a value crossing

both the item assortment criterion and the store.

Entry by assortment criterion

This option allows you to enter the type of range at the intersection of the item assortment criterion and the store.

You can also enter a range for each item by double-clicking on the line or by using the [Entry by item] button.

This button allows you to apply the default values of the criterion.

Entry by item to manage the exceptions

This is used to process items with an assortment criterion of type “Exception”.

Distribution is done directly by item.

Using Assortment Inventory

Initializing the assortment inventory

Back Office: Inventory - Store replenishment - Assortments/Initialize assortment inventory

Once the stores to update selected, start processing by the means of the [Validate] button

The Assortment inventory field is initialized on a store-by-store basis in the following way:

- If the Store assortment field is left blank, it means that you are forcing the assortment inventory from the main warehouse to 0.

- If there is an entry in the Store assortment field, the following applies:

- Creation of non-existent inventory records where the item is entered with an assortment.

- Update of the Assortment inventory field for the main warehouse of the selected store and resetting to zero of the Assortment inventory field for items not affected by the

assortment.

- Update of the Assortment inventory field for items that are detailed in the entry of ranges.

- Update of the Assortment inventory field for items that are detailed in the entry of stores.

- Update of the Assortment inventory field for items that are detailed in the entry of ranges and in the entry of stores. Update of the items categorized as exception “…“.

Please note!

Only the main warehouse and the store will be impacted.

This operation is logged to the event log

Use in replenishment and distribution

Back Office: Inventory - Store replenishment - Replenishment and distribution

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The assortment inventory is taken into account by creating and using a method that resumes assortment data available in inventory by generating requirements per store. This

requirement will follow the functionalities of the proposals:

- Generation of a transfer from the warehouse to stores, if there is a warehouse

- Generation of purchase orders

Copying the assortment inventory

Back Office: Inventory - Store replenishment - Mini. and max. inventory/Copy assortment inventory

This command is used to copy the assortment inventory to the minimum and/or maximum inventory for each item of the store.

Consigned Items - Contents

The function for managing consigned items involves a network of stores and a supplier.

Introduction

Managing consigned items - Overview

General settings

Supplier settings

Warehouse settings

Store settings

Items settings

Access rights

Managing consigned items

In purchase documents

In sales documents

In special inputs and outputs

In inter-store transfers

In Replenishment and distribution

Invoicing sales

in transfer billing and creation

Managing Consigned Items - Overview

The function for managing consigned items involves a network of stores and a supplier. The supplier places certain items on consignment in certain stores. This stock

therefore belongs to the supplier and will be set apart in an area designated for each store.

At regular intervals, a document will be sent by the store network to the supplier. It lists all of the items that have been sold and results in a purchase invoice, based on a set

price list.

This principle is based on the fact that a Consigned warehouse has been created in each store concerned by this management mode. It contains all of the consigned items for

the store. Whenever an item arrives or leaves the store, transparent inventory movements are carried out in the consignment warehouse.

Note that this module can be serialized and is available for multiple warehouses only.

Management modes

In order to simplify flows and processing, Yourcegid Retail Y2 offers two consigned item management modes :

- Mixed mode: The same item can be managed as firm (e.g. following a purchase for the store) and as consigned (allows overstocking, which the store does not buy).

- Exclusive mode: The same item is managed as either firm or consigned.

Constraints

Note that you cannot activate consigned item management if :

- RFID is enabled.

- Priority stock rundown is disabled for sales documents.

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Serialization

Back Office: Administration - Company - Serialization

The wizard will allow you to serialize the desired modules. In our case, serialize the module (P30461) “Consigned items management”, then validate.

This will enable the "Consigned items management" available in the company settings (Commercial management/Items).

Consigned Item Settings

Supplier settings

Back Office: Basic data - Suppliers - Suppliers

Consigned item suppliers must be determined beforehand. To do this, open the Additions tab and check the "Management of consigned items".

Warehouse settings

Back Office: Basic data - Stores - Warehouses

You will need to create a Consigned type warehouse in each store involved in the management of consigned items.

In the Warehouse record, open the [Contact information] tab and select the [Consigned] type. This virtual warehouse is used to stock consigned items. They are not physically

separate.

Please note!

It is possible to only have one Consigned warehouse per store.

You cannot have one consignment warehouse in the sales area and another in the stock room in the same store.

Stores settings

Back Office: Basic data - Stores - Stores

Select a Store record and enter the following information, then validate.

Additions tab

- Mixed mode: Check the [Management of consigned items] box.

- Exclusive mode: Check the [Exclusive management] box. This enables you to specify that the items managed on consignment in this store will never be managed in firm

mode.

Linked warehouses tab

A store that manages consigned items must be assigned a Consigned warehouse. This operation is done in the "Linked Warehouses" tab in the Store record. In addition, stores

managing consigned items will always be multi-warehouse stores.

Items settings

Enabling "Consigned"

Back Office: Basic data - Items - Items

Open the [Characteristics] tab in the Item record and check the [Consigned item] box and validate.

Please note!

This setting is managed by generic item for dimensioned items.

By default, when an item has been consigned, all the item's dimensions will be consigned.

Consigned item exceptions by store

Back Office: Basic data - Items - Exceptions on consigned items

You have the option to differentiate the Consigned status according to store. By default, consigned items are considered to be consigned in all stores managing consignment.

However, it also possible to mark stores that do not manage these items on consignment.

The [Exceptions to consigned items] option allows the following actions:

- Searches: The existence of a record, and therefore a line in the table means that this information is a management exception, so therefore it is not consigned to the store.

- Modification: Record accessible in modification You can therefore check the [Consigned item] box, enabling you to remove the exception and delete the record from the

table. You can create a new exception using the [New] button.

This information can be imported into the MARTEXCEPCONFBTQ table (Consigned item exceptions by store).

Note that you may manage these exceptions individually from the Item record:

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Click the [Complementary Data] button, then select the "Consigned item exceptions by store" option.

Defining access rights

Back Office: Administratio - Users and access - Access right management

Menu Concepts (26) – Commercial management

Document entry/Override controls on management of consigned items.

- Enabled: If this option is enabled, you may enter both firm and consigned items in the same purchasing document.

- Disabled: If this option is not activated, a consigned document can contain consigned items only, and a non-consigned document may contain firm items only.

Note that the exclusive management of consigned items does not recognize this option. A consigned document cannot contain firm items under any circumstances.

Conversely, a firm document cannot contain consigned items.

Replenishment/Enter replenishment orders for consigned items within exclusive management

This option enables you to authorize these entries in exclusive management.

Menu Basic Data (110) - Items

Exceptions to consigned items

This right allows you to access the [Exceptions to consigned items] option in query and/or modification.

Managing Consigned Items

In purchase documents

A purchase document can be assigned the status Firm or Consigned. However, you may still enter firm items and consigned items in the same purchase document if the access

rights authorize it (see Override consigned item controls). If this option is not activated, a consigned document can contain consigned items only, and a non-consigned

document may contain firm items only. A purchase document will be consigned if the following conditions are met:

- The store manages consigned items.

- AND the supplier manages consigned items.

- AND the first item entered in the document is a consigned item.

- AND there are no exceptions defined for this item or this store.

In this case, if the selected warehouse is not a consigned warehouse, a message will appear prompting you to select a different warehouse.

Also note that "Consigned item documents" will appear in the upper left of the window, confirming the type of entry in progress (consigned items or not).

In sales documents (retail and trade)

In contrast to purchase documents, the Consigned status is of no significance in sales documents. It will therefore not be taken into account. You can enter a number of

different item types in the same sales document, whether they are consigned or not.

For more information about priority depletion of consigned items in sales documents, please refer to the user manual relating to priority depletion.

In special inputs and outputs

These documents function in virtually the same way as purchase documents. A special input/output document is consigned if the following conditions are met:

- The store manages consigned items.

- AND the first item entered in the document is a consigned item.

- AND there are no exceptions defined for this item or this store.

In this case, if the selected warehouse is not a consigned warehouse, a message will appear prompting you to select a different warehouse.

In inter-store transfers

The following elements are checked during a transfer:

- Transfers must relate to items of the same type, i.e. consigned items or firm items.

- Transferring consigned items requires destination stores to have a consignment warehouse. Otherwise, the transfer will not be authorized.

A transfer document will be consigned if the following conditions are met:

- The sender store manages consigned items.

- AND the recipient store manages consigned items.

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- AND the first item entered in the document is a consigned item in both stores.

- AND there are no exceptions defined for this item in either of the 2 stores.

In this case, if the selected warehouse is not a consigned warehouse, a message will appear prompting you to select a different warehouse.

Note that you cannot transfer an item that has a different status in both stores.

In Replenishment and Distribution

Back Office: Inventory - Store replenishment - Replenishment and distribution

Consigned items management

In Warehouse records, Consider in replenishments , present in the Information tab, allows you to have the inventory in the consigned warehouse included in the store’s

available inventory. This method enables you to manage consigned items replenishments like other items if the checkbox is enabled. In cases where there is a replenishment

requirement for a store with firm items and consigned items, two purchase orders or purchase proposals will be created:

- The first order/proposal contains the consigned items, based on the consigned warehouse.

- The second order/proposal contains the other items.

Consigned items transfer

Similarly, if the transfer generation process that is to replenish the store includes consigned items and firm items, two documents will be created.

Purchase proposals with consigned items

When generating purchase proposals containing consigned items using the replenishment calculation process, the generated document will be consigned if the supplier and

item are consigned. Whether or not the store manages consigned items is not taken into account. When creating purchases, if the option is, “With management of consigned

items” (available in the lower right of the window) is:

- Checked: Purchasing proposals will be divided in two parts: one for closed items and one for consigned items.

- Unchecked: If you do not select this option, the purchase proposals will be generated for firm items only.

In sales invoicing

Back Office: Sales - Generation - Invoice

The sales invoicing multi-criteria function includes a checkbox to allow invoicing of consigned items only. Once you select the sales lines for the consigned items, the

"Consigned item billing" wizard opens prompting you to choose between a number of options. The operation will generate a [Supplier invoice notice] document per store. The

document will not cause a stock update.

Once the invoice has been received, this invoice notice is converted to a supplier invoice. Note that this document lists all of the sales and returns carried out for consigned

items.

A document is generated for each store, so that the purchase can be assigned to the right store from a costing perspective.

These invoice notices are processed and sent to each supplier of consigned items, with a breakdown of the items sold by store. The supplier’s invoice should then be submitted

at this point.

In transfer invoicing and transfer creation

Invoicing transfers

Back Office: Sales - Generation - Invoice transfers/Per program and/or Interactive

These options enable you to invoice only closed documents, using the "Exclude consigned documents".

Creating transfers

Back Office: Inventory - Entry - Transfer

Additional restrictions have been added to Exclusive consigned items management. To create transfers:

- Closed: Enter firm items in 2 stores (firm, also).

- Consigned: Enter consigned items in 2 stores (both consigned).

To override this rule, you will need to contact the main office.

User management - Contents

User settings

Creating user groups

Creating user records

Managing cultural profiles

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Configuring print margins in printers

Creating user restrictions

Configuring user-defined tables

Configuring user/salespeople authentication

User management

User record batch modification

Access rights management

Connected users

Reset connection

Change user

Activity monitoring

Creating user groups

Back Office: Administration - Users and Access - User groups

Front Office: Settings - Administration - Users and Access/User groups

The User groups command allows you to create user groups and profiles you can grant authorizations and access rights for (see Access Rights Management.)

Examples of groups:

Group Purchases, Group Accounting, Group Salespeople, etc.

Once these groups created, they must be assigned to each user record (Characteristics tab). This operation is explained in paragraph Creating User Records.

General Tab

Scope of analysis

Entry of selection criteria before these multiple criteria are applied

This options allow you not to run multi-criteria queries as long as the criteria are not specified, thus forcing the user to enter criteria and validate the selection. This is very

useful for large databases since it helps in taking control of the selection criteria without having to launch the original query.

Field

Description

Code

User group code (required; max. 3 characters)

Group number

Order number given by the system that will be incremented by 1 each time a new

group is created.

Description

User group name (required; max. 35 characters)

Strategy

Selection of the password strategy defined in the Administration module, menu

Users and access, command Password strategy (refer to Salespeople

Authentication.)

Language

Select language associated to the group.

Personal.

Select personalization associated to the group.

Show confidential data

Tick this checkbox so that the group can view the confidential accounts and

sections in multiple criteria lists.

Fields

Description

Maximum scope of

analysis

Limits of the scope of analysis for cubes and dashboards (e.g. 30 days)

Retained date

This field is linked to the scope of analysis.

Example:

To see the documents for the current month, with scope set to 7 days:

- Input start date: 9/1/2014 Input end date: 9/30/2014

If “Input start date" is selected, the following dates will be retained:

Start date 9/1/2014 End date 9/7/2014

Max. number of user

fields

Specify the maximum number of user fields authorized for this group.

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Creating User Records

Back Office: Administration - Users and Access - Users

Front Office: Settings - Administration - Users and Access/Users

This enables administrators to define the users of the products and assign them to user groups.

Attention!

Only one administrator can create or modify user settings, including passwords. However, administrators may see only their own password in plain text and not user

passwords.

Characteristics Tab

Default values

Restrictions tab

Once created, user restrictions must be assigned to each user following the steps described below.

Step 1: Create user restrictions

Back-Office: Administration - Users and Access - User restrictions

Front Office: Parameters - Administration - Users and access/Store restrictions

In addition to access rights, user restrictions allow you to restrict data viewing from certain stores to certain users of the application.

For example, you can authorize a store user to view the store’s own inventories, and those of stores within the same city, but not inventories located in other cities.

User restrictions also allow you to authorize a user to view or modify only certain purchase or selling price lists.

Step 2: Assign restrictions to users

Back-Office: Administration - Users and Access - Users

Front Office: Settings - Administration - Users and Access/Users

Field

Description

Code

User code (required; max. 3 characters)

Name

User name (required; max. 35 characters)

Position

User position in the company

E-mail address

Specify user e-mail address.

User label to use in order to open the product (required; max. 17 characters).

Password

Code associated with the login, used to open the product (required; max. 17

characters). Passwords will appear in plain text for users associated to them.

Confirmation

For security reasons, the password must be re-entered.

Authentication domain

For an NT authentication, this field displays the domain entered for connection.

Group

Selection list of the groups created previously. A user must be associated with a

user group that defines the access levels to the various product modules.

Employee

Search list for the employee code associated to the user.

Fields

Description

Store / Warehouse

Select the store and the warehouse the user is assigned to.

Sales division

Select the user sales division.

Cultural profile

A cultural profile is associated with each user, thereby setting the software

language (see Managing Cultural Profiles.)

Print margins

Select the label printer configured for the store (see List of printers).

Print indicators

Select the printer used to print indicators and alerts for scheduled tasks.

Display alerts or

indicators when

connecting.

This option is used to display indicators and alerts when the user connects to the

application.

Control of scheduled

tasks when connecting

This option is used to display scheduled tasks when a user opens the application.

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Once user restrictions have been created in the “User restrictions” menu, they must be assigned to each user in their record (see User Restrictions).

Additions tab

This tab enables you to manage classifications and user fields. For further information about these functionalities, refer to the following sections:

- Multi-classification

- User fields

Miscellaneous tab

User-defined tables

Used to assign user-defined tables. Remember, these tables can be configured in module Administration, menu Users and access, command User-defined tables - Users.

Attributes

Managing Cultural Profiles

Back Office: Administration - Users and Access - Cultural profiles

Front Office: Settings - Administration - Users and Access/Cultural profiles

In an international context, a cultural profile can be associated with each user, thus defining the language of use for the software package. You may therefore assign a profile

to each user for the Back Office, and a profile for the Front Office. By default, these two profiles are not populated when a user is created.

Characteristics Tab

Translator

Data language

Configuring Print Margins in Printers

Back Office: Administration - Users and Access - List of printers

Fields

Description

Reviser

If this option is checked, you can access the "Administration" software feature.

Attention!

There must be at least one user with this attribute. Otherwise, the application will

automatically check this option for the first user found.

Connection tracking

Enables you to enter the receipts in the event log which users have created in

standalone mode.

Administrator

Not used at this time.

Color printing

Enables you to check “Color” options by default in the print window.

Note! This option should be ticked to print a schedule.

Field

Description

Code

Profile code (3 characters maximum)

Application language

The language the application is displayed in, for screens, menus, and various

messages.

Fields

Description

Translator

Indicates if the user has the right to translate customer data (such as item and store

descriptions, user-defined tables, etc.) If this option is checked, the user may

access the Administration module - menu Multi-language - command Translation.

Source language

The language users will translate data from (e.g. a Japanese translator will

translate from English, but not from French.)

Fields

Description

Main language

The language data will be displayed in (customers and Cegid) : sub-tables + item

descriptions, store descriptions, user-defined tables, etc.

Secondary language

The language this same data is displayed in, if not translated into the main source

language.

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Front Office: Settings - Administration - Users and Access - Modify label printer

This command is used to support the differences in margins between printers, which is very useful for printing labels.

Example:

An HP printer in store A may print slightly to the left at the bottom compared to a Lexmark printer in store B.

This feature allows for margin variance, thus avoiding the need to create a label template for each store (or printer).

When a printer has been configured, it can be associated to a user in the Characteristics tab in their record (“Print margins” field).

Configuring User-Defined Tables

Back-Office: Administration - Users and Access - User-defined tables

This allows you to specify the data that makes up each of the user-defined tables. This information is used for sorting and reporting, but can also be printed on business

documents by customizing the document template with the Report generator.

First, the titles of the user-defined tables must be customized via “User-defined fields - Titles.” Then user-defined tables can be created.

Each time these settings are updated, you have to quit and restart, so that the new settings can be taken into account.

Please note that updating user-defined tables can be done directly in user records, by clicking the [Sub-table settings] button.

Authenticating Salespeople - Contents

In stores, workstations are shared by all staff members. Salesperson do rarely have their own dedicated workstation, hence the need to be able to switch quickly salesperson in

the application, thus avoiding that an employee login is used by others.

The authentication of salespeople allows a secure ID to be defined for each Front Office user. Authentication may or may not be linked to the clock-in/out management

feature, which allows work times to be managed for salespeople.

The salespeople authentication feature allows a salesperson to be identified based on the entry of certain data; this feature can be used independently of the clock-in/out

management feature. However, the reverse does not apply.

The authentication of salespeople is carried out transparently in standalone mode.

General settings

Defining company settings

Configuring the authentication by badge

Access right management

Configuring authentication modes

Authentication with badge

Authentication by fingerprint

Authentication with password

Salespeople authentication at cash register

Authentication with password only

Authentication with badge only

Authentication with password and/or badge

Authentication by selecting the salesperson

Authentication by fingerprint

Authentication by fingerprint or password

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User Management

User record batch modification

Back-Office: Administration - Users and Access - Batch modification

This enables you to modify some characteristics of several user records in one shot. This saves you from having to process them one by one. After selecting user records, the

“Batch modification of users” window will open with the modifiable fields in the left pane.

Select fields to modify from the list on the left side and move them to the “Modifications pane” on the right.

Make changes and validate with one of the following buttons:

- Record by record.

- All records with one click.

Access rights management

Back Office: Administration - Users and access - Access rights management

Front Office: Settings - Administration - Users and access/Access right management

This feature is used to manage access to modules, menus and/or commands by granting or denying appropriate authorizations for user groups.

User groups are displayed in columns and can be managed simultaneously. For further information about this function, please refer to the section about access rights.

Connected users

Back Office: Administration - Users and Access - Connected users

Front Office: Settings - Administration - Users and Access/Connected users

This feature shows all the users declared in the company in chart form and displays the tasks performed by each connected user in real time. By default, only the connected

users are displayed.

Reset connection

Back Office: Administration - Users and Access - Reset connections

Front Office: Settings -Administration - Users and Access/Reset connections

This feature enables administrators to disconnect all the connected users if the network or machines are down.

Attention!

Only administrator users can launch this command. After resetting, administrators must physically verify that user machines actually have been disconnected.

Change user

Back and Front Office: available from the home page

This button is available on the home page and is used to change the current user of the application without closing the company currently in use.

Activity monitoring

Back Office: Administration - Users and Access - Activity monitoring

Front Office: Settings - Administration - Users and Access/Activity monitoring

This feature is used to monitor tasks performed by each user by date.

Access Right Management - Contents

Back Office: Administration - Users and access - Access right management

The Access right management feature manages, for a user group, the access to modules, menus and/or commands by authorization or prohibition. User groups are presented in

columns and can be handled simultaneously.

Access rights - Overview

Access level

Legend keys

Grant or remove access rights

Import /export access rights

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Menu 26 – Concepts

General

Accounting

Commercial management - Items

Commercial management - Customers/Suppliers

Commercial management - CRM

Commercial management - Dimensions

Commercial management - Inventory

Commercial management - Pricing

Commercial management - Document entry

Commercial management - Serial numbers

Commercial management - Mask-types

Commercial management - Customer Services

Commercial management - Packing

Commercial management - Alert management

Commercial management - Customer mailings

Commercial management - Administration

Commercial management - Conduct inventory

Commercial management - Allocations/Clothing

Commercial management - Quotations and special orders

Commercial management - Objectives

Commercial management - Replenishment

Commercial management - Currencies

Commercial management - Store staff

Commercial management - Business operations and data collections

Commercial management - Call-back lists

Commercial management - Omni-channel

Commercial management - Delivered/picked up

Commercial management - Data Spread

Commercial management - Cashbox

Menu 107 – Sales receipts

Access rights - Enter transaction

Access rights - Enter payments

Access rights - Register operations

Access rights - Payment methods

Access rights - Daily opening/closing

Access rights - Safe

Menu 113 - Follow up actions

Follow up actions

Access rights - Overview

Back Office: Administration - Users and access - Access right management

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Front Office: Settings - Administration - Users and access/Access right management

Access rights are organized in several numbered menus listed in field "Menu" in the upper part of the screen, on the left. The access right management is displayed in the form

of a table with:

- Columns for the various user groups, and

- Rows for the menus and actions that can be authorized.

Access levels

Concepts and Menus

In order to refine restrictions, two different access types can be defined:

- Concepts used to authorize or prohibit certain actions are grouped together in menu 26, as well as under the Access Rights sub-menu in menu 107 for all concepts linked to

encashment.

- Access rights are used to authorize or prohibit the access to some modules, menus or commands.

To select one or the other of these levels, go to the upper left part of the screen and select in field "Menu" the menu or concept you want to act on.

Example:

- Menu (26)—Concepts - Commercial management - Suppliers: The "Create suppliers" concept authorizes or prohibits the creation of suppliers. However, the menu line

remains visible, only the [New] button is made unusable.

- Menu (110)—Basic data - Suppliers: The "Suppliers" access right makes the "Suppliers" menu item visible or not in module Basic data, menu Suppliers.

Key

Depending on the action status, the icons used have the following meanings:

Grant or remove access rights

Procedure

1. Select in the upper left part of the screen, in field "Menu" the menu or the concept on which you want to intervene.

The screen then displays the list of functionalities linked to the select concept or menu.

2. Access rights can be granted or removed as follows:

- By line, for all user groups with a left click in column Menu on the wording of the module, menu or menu item.

- By column, for all functionalities by clicking on the heading of the column.

- One by one by clicking on each element.

3. Then, for each feature, according to the change you want to make, click on the [Authorize] or [Refuse] buttons to grant or deny the access to the functionality.

A blue arrow then appears next to the changed accesses.

4. Confirm the update by clicking on the [Validate] button.

Related actions

Search by keyword.

Enlarge the description column for easier reading.

Display in the right part of the screen the users and the associated menus.

Authorize or prohibit an access right.

Icons

Description

The user group is authorized to use the feature.

The user group is not authorized to use the feature.

The feature is new and the user is authorized to use it.

The feature is new and the user is not authorized to use it. This is usually the case when a new feature

is added to the application, access rights are blocked by default.

An arrow displayed beside one of the previous 4 icons, indicates that the corresponding access right

has been modified.

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A right click on one of these dots or flags in the table allows you to perform the same operations. You can also double-click on one of these dots or flags of the table to reverse

the authorization.

Import /export access rights

Back Office: Administration - Company - Import/Export access rights

These commands are used to extract and reimport users’ access rights.

Menu (26) - Concepts - General

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

Use of the Front Office

Use of the Back Office

Set private presentations

Dashboards and decision cubes are provided with several presentation templates that keep the type of data to display and their layout (format, color, alignment, fonts, etc.)

from one session to the other.

Set private filters

If the same selection criteria are regularly used to search and display elements in a list of data, when viewing, editing or processing; these criteria can be stored in one or more

selection filters.

Set public presentations

Dashboards and decision cubes are provided with several presentation templates that maintain from one session to the other, the type of data to display and their layout

(format, color, alignment, fonts, etc.)

Set public filters

If the same selection criteria are regularly used to search and display elements in a list of data, when viewing, editing or processing, these criteria can be stored in one or more

selection filters.

Objective: Authorize or prohibit the use of the Front Office.

If the user is authorized, he may use the functionalities of the Front Office, according to the access rights that

have been granted.

As soon as the user tries to connect to the Front Office, the following message will be displayed: "You do not

have the rights to use the Front Office."

Objective: Authorize or prohibit the use of the Back Office.

If the user is authorized, he may use the functionalities of the Back Office, according to the access rights that

have been granted.

As soon as the user tries to connect to the Back Office, the following message will be displayed: "You do not

have the rights to use the Back Office."

Objective: Authorize or not the user to handle his own presentations, create new ones, duplicate, rename or even

delete them.

Access

The Presentations menu is accessed by clicking this button from all statistical analyses and

decision cubes.

If the user has the appropriate rights, he can create his own presentations and perform various actions (modify,

delete, rename, duplicate, export and import) on them.

If the rights are denied, he cannot manage his own presentations. He will use the available standard

presentations.

Objective: Authorize or not the user to handle his own filters, create new ones, duplicate, rename or even delete them.

Access

The Filters menu is accessed by clicking this button in all multiple criteria lists, decision cubes and

statistical analyses.

If the user has the appropriate rights, he can create his own filters and perform various actions (modify, delete,

rename, duplicate, export and import) on them.

If the rights are denied, he cannot manage his own filters. He will use the available default filters.

Objective: Authorize or not the user to handle presentations used by all staff members, create new presentations,

duplicate, rename or even delete presentations.

Access

The Presentations menu is accessed by clicking on this button from all statistical analyses and

decision cubes.

If the user has the appropriate right, he can manage public presentations, meaning those created by other users.

He can duplicate, rename and even deleted them, (except of course private presentations.)

If the right is denied, public presentations may always be used, but they cannot be modified; and it is not

possible to create others.

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Access to contacts by mail services

Mail services are used to send e-mails directly from some reports, or from the "About" window without having to leave the application.

Set presentation for user groups

Set filters for user groups

Set multicompany presentations

Set multicompany filters

Export the lists

Yourcegid Retail Y2 enables data from certain lists to be exported into an export file that can be used by other applications. The following lists can be exported: multiple

Objective: Authorize or not the user to handle filters used by all staff members, create new presentations, duplicate,

rename or even delete filters.

Access

The Filters menu is accessed by clicking this button in all multiple criteria lists, decision cubes and

statistical analyses.

If the right is granted, public filters can be modified, deleted, renamed and son on.

If the right is denied, the public filters, however, can be used (they appear in the filter list); but they cannot be

modified or deleted.

Objective: Authorize or not the user to access already stored e-mail addresses.

Prerequisites

In order to make mail services available in the print preview of the reports, you must have checkmarked

the "Print previews in Acrobat Reader format (PDF)" option. This setting is defined in the standard tool

bar of the Back Office or Front Office via menu Preferences.

Access

This button gives access to the mail services from many features of the application, including print

previews in reports or the "About" window.

If this right is granted, it will be possible from fields To and CC of the mail services to access the stored

e-mail addresses via [...] without having to type them again.

If this right is denied, you cannot access the existing e-mail addresses. You have to enter the e-mail

address manually to send your e-mail.

Objective: Authorize or not the user to handle presentations used by a user group,create new presentations, duplicate,

rename or even delete presentations.

Access

The Presentations menu is accessed by clicking this button from all statistical analyses and

decision cubes.

If the user is authorized, he can select from the selection list either public presentations, presentations of

his group, or his own private presentations (if he has the right to configure them.) He can also create a

group presentation by duplicating a public or private presentation. He can modify, delete or export the

presentations of his group, created by himself or other users.

If the right is denied, user group presentations may always be used, but they cannot be modified; and it is

not possible to create others.

Objective: Authorize or not the user to handle filters used by a user group,create new presentations, duplicate, rename

or even delete filters.

Access

The Filters menu is accessed by clicking this button in all multiple criteria lists, decision cubes

and statistical analyses.

If the user has the required rights, he can use and set (create, save, rename, delete, duplicate, import and

export) group filters. If the user is authorized, he can select from the selection list either public

presentations, presentations of his group, or his own private presentations (if he has the right to configure

them.)

He can also create a group filter by duplicating a public or private filter. He can modify, delete or export

the filters of his group, created by himself or other users.

If the right is denied, public presentations may always be used, but they cannot be modified; and it is not

possible to create others.

Objective: Authorize or not the user to handle presentations with a multicompany status.

Access

The Presentations menu is accessed by clicking this button from all statistical analyses and

decision cubes.

If the user has the required rights, he can use and set (create, save, rename, delete, duplicate, validate the

distribution) of multicompany presentations.

If the right is denied, these multicompany presentations may always be used, but they cannot be modified;

and it is not possible to create others.

Objective: Authorize or not the user to handle filters with a multicompany status.

Access

The Filters menu is accessed by clicking this button in all multiple criteria lists, decision cubes and

statistical analyses.

If the user has the required rights, he can use and set (create, save, rename, delete, duplicate, validate the

distribution) of multicompany filters.

If the right is denied, multicompany filters may always be used, but they cannot be modified; and it is not

possible to create others.

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criteria lists, cubes, dynamic analyses, reports viewed in the form of export lists.

Modify connection date

When you connect to the application, you can change the connection date by modifying the data in the Entry date field.

Access to user preferences

User preferences are used to set some choices in relation to the display and various options, such as backgrounds, search lists, tool bar, etc.

Access to task scheduler

It is possible to schedule certain processes in the application to start automatically on a specified date and time (see Scheduled Tasks.)

Activating OLE links

Cegid’s applications offer you the possibility to build your own dynamic dashboards with various office tools (Microsoft Excel for example.) Your dashboards then evolve

along with the data stored in your folders, as Cegid applications publish OLE verbs you can use in the formulas in your Excel sheets. This concept enables secure access to

your data files.

SQL monitor

The SQL tool, presented in the standard tool bar, allows you to view the data of any field, and any data table by directly entering an SQL query. From the SQL monitor, as

well as on data list you may minimize or maximize the list, search for an information or even export the results in a file.

Objective: Authorize or not the user to export these lists.

Access

Use the following buttons to export a list:

- From multiple criteria lists.

- From multiple criteria lists and export lists.

If this right is granted, the user can export the lists by using these two buttons.

If the right is denied, these buttons will be hidden and no export function can be used.

Objective: Authorize or prohibit the modification of the entry date when you log to the application.

Access

On the homepage of the Back Office or the Front Office.

If this right is granted, the user can open Y2on a date he has chosen.

If the right is denied, even if the user can change the entry date, it will bet automatically connected by default

with the system date.

Objective: Authorize or prohibit the modification of these user settings.

Access

User preferences can be accessed form the standard tool bar by clicking the [Preferences] button:

If the user is authorized to do so, he can change the general settings for using this application.

If he is not and if he tries the open the Preferences menu, a message will be displayed informing that the user is

not authorized to use this menu.

Objective: Authorize or prohibit the use of this feature.

Access

Scheduled tasks are accessible from the Back Office via module Administration, menu Scheduled tasks,

command Query.

If the user is granted authorization, the Scheduled tasks menu will be accessible.

If this right is denied, the Scheduled tasks menu will be hidden.

Objective: Authorize or not the user to enable OLE links.

Access

From dashboards.

Only users associated with a user group for which this concept is enabled may create or recalculate the

reporting tables using OLE links.

If the right is denied, then the user cannot use the functions using OLE links.

Objective: Authorize or prohibit the use of this tool.

Access

You can access the SQL monitor from the standard tool bar.

If this right is granted, the user can enter SQL queries

If the right is denied, the button will be missing in the standard tool bar, so that the function cannot be used.

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Set up subtables

You can set up subtables from various locations in the application without having to exit the feature you are working at.

Customize reports

The report generator is provided with all Cegid applications. This tool enables you to create or modify most of the reports available in Yourcegid Retail Y2.

Menu (26) - Concepts - Accounting

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

Control accounts

Creation

Modification

Analytical sections

Creation

Modification

Objective: Authorize or prohibit the setup of these subtables

Access

This button is available in various locations of the application and is used to access the setup of subtables.

If the user is granted authorization, he has access to the setup of subtables.

If the right is denied, the button is hidden and the function cannot be used.

Objective: Authorize or prohibit the modification of the reports used by all members of the staff.

Access

In most reports, the Page layout tab proposes the [Modify report] button which gives access to the Report

generator.

If the user is granted authorization, he has access to the report generator and can create and/or modify the

reports.

If the right is denied, the button is hidden and the function cannot be used.

Objective: Authorize or prohibit the creation of control accounts by the user.

Access

In the Back Office, via the Administration module, Link to accounting menu, Control accounts command

- button [New].

If the user is granted authorization, he can create new control accounts via the [New] button.

If the right is denied, the button is hidden and the creation of the control account is not possible.

Objective: Authorize or prohibit the modification of control accounts by the user.

Access

In the Back Office, via module Administration, menu Link to accounting, menu item Control accounts

If the user is granted authorization, he can modify existent control accounts.

If the right is denied, the user will see the following message display if he tries any modification: "You do not

have the right to use this function."

Objective: Authorize or prohibit the creation of analytical sections by the user.

Access

In the Back Office, via the Administration module, Link to accounting menu, Analytical sections

command - button [New].

If the user is granted authorization, he can create new analytical sections.

If the right is denied, the user will see the following message display if he tries any creation: "You do not have

the right to use this function."

Objective: Authorize or prohibit the modification of analytical sections by the user.

Access

In the Back Office, via module Administration, menu Link to accounting, menu item Analytical sections.

If the user is granted authorization, he can modify existent analytical sections.

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Journals

Creation

Modification

Exchanges

Import / Export

Accounting closure

The access rights described hereafter are linked to accounting closure. Consequently, the management of accounting closures must be enabled in the company settings (see

Accounting Closure.)

Opening of a sales day on a date prior to an accounting closure

When Front Office receipts are transferred to accounting, a control checks - when a sales day is opened - that the opening date is not prior to the latest closure of the store.

Modification of the external reference date

The external reference date corresponds to the date of the document issued by a third-party.

Non validated inventory prior to the closure date

Inventory counts must all be validated (or deleted) at accounting closure. Otherwise, a non-blocking message will be displayed during the closure. Moreover, when an

inventory is being validated, and if the validation is done for an inventory date prior to the closure date, the control will apply too; this action will be logged to the event log.

If the right is denied, the user will see the following message display if he tries any modification: "You do not

have the right to use this function."

Objective: Authorize or prohibit the creation of journals by the user.

Access

Back Office: Administration - Link to accounting - Journals

If the user is granted authorization, he can create new journals.

If the right is denied, the user will see the following message display if he tries any creation: "You do not have

the right to use this function."

Objective: Authorize or prohibit the creation of journals by the user.

Access

Back Office: Administration - Link to accounting - Journals

If the user is granted authorization, he can modify existent journals.

If the right is denied, the user will see the following message display if he tries any modification: "You do not

have the right to use this function."

Objective: Authorize or prohibit the import and/or export of accounting data (sales, purchases, and inventory.)

Access

Back Office: Administration - Link to accounting - Accounting transfer

If the user is granted authorization, he can carry out imports and/or exports of accounting data.

If the right is denied, no import and/or export of accounting data are possible.

Objective: Authorize or prohibit the opening of a sales day on the Front Office despite the existence of an accounting

closure at a later date.

Access

Front Office: Sales receipts - Daily operations - Opening

If authorization is granted, the user can open a sales day even if there is an accounting closure at a later date.

If this right is denied and if the user tries to open a sales day, the process will be subject to the entry of a

password by an authorized user.

Objective: Authorize or prohibit the modification of the external reference date despite the existence of an accounting

closure at a later date.

Access

The external reference date can be modified in the document header.

If the user is granted authorization, he can modify the external reference date.

If the right is denied, the date is made inaccessible so that it cannot be modified.

Objective: Authorize or not the user to override this control.

Prerequisites

The management of inventory accounting closures must have been enabled in the company settings via

Commercial management, Inventory accounting closure.

Access

Administration - Link to accounting - Closure

If the user is granted authorization, he can carry out the closure despite non validated inventories.

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Existence of an open day prior to the closure date

Deletion of an accounting closure

During the deletion of an accounting closure, a message informs the user that some accounting entries have to be deleted manually from the accounting database. Please note

that the accounting closure is archived as "deleted" and the user who performed the deletion is also memorized.

Menu (26) - Concepts - Commercial Management/Items

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

Items

Creation

Modification

Price

Modification of LPPs

However, the following message will be displayed to alert the user about the existence of a non validated

inventory list at a prior date.

"Inventories prior to the closing date are not validated on store XX. Do you still want to perform a

closure on this store?"

If this right is denied, the user must validate or delete the inventories in progress in order to carry out an

accounting closure. The following blocking message will be displayed to alert the user about the

existence of a non validated inventory list at a prior date. "Closure not possible on store XX."

Objective: Authorize or prohibit the accounting closure despite the existence of a non closed sales day at a prior date.

Prerequisites

The management of inventory accounting closures must have been enabled in the company settings via

Commercial management, Inventory accounting closure.

Access

Administration - Link to accounting - Closure

If the user is granted authorization, the user can carry out an accounting closure despite the fact that a

sales day is still open at a date prior to the closure. However, a warning message will alert the user about

this case.

If the right is denied, the user cannot ignore the warning message about non closed sales days. Therefore,

he will not be able to carry out the closure.

Objective: Authorize or prohibit the deletion of an accounting closure.

Access

Back Office: Administration - Link to accounting - Closure - button [Delete]

If the user is granted authorization, he can delete the closure via the [Delete] button.

If the right is denied, the button is hidden and the deletion of the accounting closure is not possible.

Objective: Authorize or prohibit the creation of items.

Access

Back Office: Basic data - Items - Items - button [New].

If the user is granted authorization, he can create items via the [New] button.

If the right is denied, the button is hidden and the creation of items is not possible.

Objective: Authorize or prohibit the modification of items.

Access

Item record - button [Validate]

If the user is granted authorization, he can modify the items of the database.

If the right is denied, the button is not available and the modification of items is not possible.

Objective: Authorize or prohibit the modification of the last purchase price in the item record.

Access

Item record - tab Pricing - field Last purchase price.

If the user is granted authorization, he can modify the amount specified in the Last purchase price field at any

time.

If the right is denied, the Last purchase price field will be grayed out, making any modification of the LPA

impossible.

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Modification of LCPs

Display cost prices

Display purchase prices

Item lists

Item lists are used to select items without any classification in order to apply some processes relating to loyalty, price calculation, etc. (See Item Lists.)

View all item lists

Modify all item lists

Linked items

The management of linked items (see Linked Items) is used to link one or more items to a reference item (for example, when selling a bathrobe, the matching towel and wash

glove can be automatically proposed to the customer.)

Batch deletion of linked items

Bill of Materials

Objective: Authorize or prohibit the modification of the last cost price in the item record.

Access

Item record - tab Pricing - field Last cost price.

If the user is granted authorization, he can modify the amount specified in the Last cost price field at any time.

If the right is denied, the Last cost price field will be grayed out, making any modification of the LCP

impossible.

Objective: Authorize or prohibit the display of cost prices in the item record.

Access

Item record - tab Pricing - section Cost price

If the user is granted authorization the amounts relating to the cost prices can be viewed by the user in the

Pricing tab.

If the right is denied, the amounts relating to the cost prices are hidden.

Objective: Authorize or prohibit the display of purchase prices in the item record.

Access

Item record - tab Pricing - section Purchase price

If the user is granted authorization the amounts relating to the purchase prices can be viewed by the user in the

Pricing tab.

If the right is denied, the amounts relating to the purchase prices are hidden.

Objective: Authorize or prohibit the query of these lists.

Access

Back Office: Basic data - Items - Item list

If the user is granted authorization, he can view the item lists he selects.

If the right is denied and the user tries to view a list, a message will be displayed informing the user that the

item list cannot be viewed.

Objective: Authorize or prohibit the modification of these lists.

Prerequisites

The right to view all items must have been granted.

Access

Back Office: Basic data - Items - Item list

If the user is granted authorization, he can modify the item lists he selects.

If the right is denied and the user tries to modify a list, a message will be displayed informing the user

that he is not authorized to perform this action.

Objective: Authorize or prohibit the deletion in mass of these linked items

Prerequisites

To enable the management of linked items, you must checkmark the Management of linked items option,

available via Administration - Company - Company settings - Commercial management/Items.

Access

Back Office: Basic data - Items - Linked item list

If the user is granted authorization, he can use the [Select all] button and delete all the item records

selected.

If the right is denied, only the [Delete] button is available: the user must then open every record to

delete individually each selected item.

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A bill of materials of a product describes its composition with a list of components. There are 3 types of BOMs: Macro, Assembly and Assortment. (See Bill of Materials.)

Creation of a BOM item

BOM item modification

Deletion of BOM items

Menu (26) - Concepts - Commercial Management/Customers - Suppliers

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

Customers

Force customer risk status

Customer risk management is aimed at identifying a customer with an outstanding balance exceeding the authorized credit limit when a document is recorded.

Create customers

Customer modification

Objective: Authorize or prohibit the creation of this type of items.

Prerequisites

To enable the management of BOMs, you must checkmark the BOM management option, available via

Administration - Company - Company settings - Commercial management/Items.

Access

Back Office: Basic data - Items - Items - button [New bill of materials].

If the user is granted authorization, he can use the [New bill of materials] button to create a BOM.

If the right is denied, the button is hidden and the creation of a BOM is not possible.

Objective: Authorize or prohibit the modification of this type of items.

Prerequisites

To enable the management of BOMs, you must checkmark the BOM management option, available via

Administration - Company - Company settings - Commercial management/Items.

Access

Back Office: Basic data - Items - Items

If the user is granted authorization, he can modify an existent BOM.

If the right is denied, the different fields of the record are grayed out so that the modification is not

possible.

Objective: Authorize or prohibit the deletion of this type of items.

Prerequisites

To enable the management of BOMs, you must checkmark the BOM management option, available via

Administration - Company - Company settings - Commercial management/Items.

Access

Back Office: Basic data - Items - Items

If the user is granted authorization, he can delete an existent BOM.

If the right is denied, the deletion is not possible.

Objective: Authorize or not the user to force the customer risk status.

Prerequisites

In the settings of document types, in tab Third-party, checkmark the Consider customer risk option, and

on tab Payments of the customer record, specify the amounts required to calculate the risk.

Access

Customer record, tab General, option Force status.

If the user is granted authorization, he can force the risk status.

If the right is denied, the Force status option is simply hidden and no modification is possible. Only the

outstanding balance can be viewed.

Objective: Authorize or prohibit the creation of customers.

Access

List of customers - button [New]

If the user is granted authorization, he can create new customers by clicking on the [New] button.

If the right is denied, the button is hidden and the creation of customers is not possible. Please note: During a

sales transaction on the Front Office, if the user tries to create a customer, either via the buttons of the task bar,

of the touch pad, or via the keyboard, the action can be carried out only if an authorized user enters a

password.

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Create prospects

Modification of fictitious customers

The concept of fictitious customer is essential to the creation of records used for the entry of inventory documents, transfers, special movements and sales to occasional

customers. It is necessary to create so-called fictitious customers in order to assign to these movements a third-party that does not really exist.

Modifying the store of creation

For each customer record, you can define the store where the customer was created.

Customer 360

The 360° vision of the customer provides a concise overview of key information on only one record.

Suppliers

Create suppliers

Supplier modification

Objective: Authorize or prohibit the modification of customer records.

Access

List of customers - button [Validate]

If the user is granted authorization, he can validate his changes with the [Validate) button.

If the right is denied, the button is hidden and the modification of customers is not possible. Please note:

During a sales transaction on the Front Office, if the user tries to modify a customer, either via the buttons of

the task bar, of the touch pad, or via the keyboard, the action can be carried out only if an authorized user

enters a password.

Objective: Authorize or prohibit the creation of prospects.

Access

Back Office: Basic data - Customers - Prospects - Button [New prospect]

If the user is granted authorization, he can create new customers by clicking on the [New prospect] button.

If the right is denied, the button is hidden and the creation of prospects is not possible.

Objective: Authorize or prohibit the modification of these customer records.

Prerequisites

The management of fictitious customers requires prerequisite settings (cf. Customer Record.)

Access

Customer record, tab General, option Fictitious customer.

If the user is granted authorization, he can modify the records of the fictitious customers of his choice.

If the right is denied, customer records with checkbox Fictitious customer enabled, are grayed out and

cannot be modified.

Objective: Authorize or prohibit the modification of this information.

Access

Customer record, tab General, field Store of creation.

If the user is granted authorization, he can modify the store of creation.

If the right is denied, the field relating to the store of creation is grayed out and no modification is possible.

Objective: Authorize or not the user to access this information.

Access

In the customer record, click on the [Complementary data] button and select the Customer 360 option.

If the user is granted authorization, he can access the 360° vision of customer information.

If the right is denied, the Customer 360 option is missing and the relevant information cannot be viewed.

Objective: Authorize or prohibit the creation of suppliers.

Access

Back Office: Basic data - Suppliers - Suppliers - button [New]

If the user is granted authorization, the user can access the [New] button.

If the right is denied, the button is not available and the creation of suppliers is not possible.

Objective: Authorize or prohibit the modification of supplier records.

Access

Back Office: module Basic data, menu Suppliers, menu item Suppliers - button [Validate]

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Display contact information

The supplier record contains any data relating to the contact information you may want to keep confidential.

Display supplier

Menu (26) - Concepts - Commercial Management/CRM

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

Loyalty

Close loyalty cards

The Loyalty module must have been acquired, serialized, and then enabled in the Company settings via the Commercial management and CRM options.

Change loyalty program

Reissuing of loyalty cards

If the customer has lost his loyalty card, it should be possible to assign a new card to the customer. This option is available only if the card is assigned to a customer.

If the user is granted authorization, he can validate his changes with the [Validate) button.

If the right is denied, the button is grayed out and the modification of suppliers is not possible.

Objective: Authorize or prohibit the viewing of the suppliers' contact information.

Access

Back Office: Basic data - Suppliers - Suppliers - tab General

If the user is granted authorization, he can view the contact information of his suppliers.

If the right is denied, the contact information is simply hidden and cannot be viewed.

Objective: Display or hide the Supplier field in the item record.

Access

Mainly in the item record but also in all records that do display the fields of the item record.

If the user is granted authorization, he can view the suppliers' names.

If this right is denied, the Supplier field will be hidden.

Objective: Authorize or prohibit the closing of a loyalty card.

Access

A loyalty card can be closed from the customer record.

Front Office: Use the [Loyalty card] button and then the [Close card] button.

Back Office: Use the [Zoom menu - Loyalty card] button, and then the [Close card] button.

The mass closing of cards can be performed on the Back Office:

Sales - Loyalty - Query cards - button [Closure of the selected cards]

If the user is granted authorization, the user can close the available cards.

If the right is denied, the buttons used to close the cards are grayed out so that the cards cannot be closed.

Objective: Authorize or prohibit the change of a loyalty program for a customer.

Access

A loyalty card can be modified from the customer record.

Front Office: Use the [Loyalty card] button and then the [Change program] button.

Back Office: Use the [Zoom menu - Loyalty card] button, and then the [Change program] button.

If the user is granted authorization, the user changes the loyalty program via these buttons.

If the right is denied, these buttons will be grayed out and no program change can be performed.

Objective: Authorize or prohibit the reissuing of a new loyalty card.

Access

A new loyalty card can be issued in the Front Office from the customer record, via the [Loyalty card] button,

and the [Reissuing of the loyalty card] button.

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Modification of the end of validity date for loyalty cards

Loyalty cards are created with an end of validity date when the card is saved. Sometimes it will be necessary to change that date. This concept only concerns the V2 loyalty

module.

Manual renewal of a card

Ignore mandatory reading of the card

Menu (26) - Concepts - Commercial Management

Dimensions, Inventory, and Pricing

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

Dimensions

Change of the complementary label for imported dimensions

For item dimensions, the Complementary description field is used to manage size equivalences by displaying the complementary descriptions instead of the standard

descriptions. When a dimension grid is imported, the change of the complementary descriptions is forbidden, but this restriction can be ignored.

Advanced settings for dimension display

You can define a set of displays put up for the values of the fields displayed in the dimension grids.

If the user is granted authorization, he can issue a new loyalty card.

If the right is denied, these buttons will be grayed out, so that no card can be issued.

Objective: Authorize or prohibit the modification of the expiry date of a loyalty card.

Access

Back Office or Front Office: Sales - Loyalty - Query cards - button [Modification of the expiry date]

If the user is granted authorization, he can use the [Modification of the expiry date] button to change the end of

validity date.

If the right is denied, the [Modification of the expiry date] button is not accessible, and no change of the expiry

date is possible.

Objective: Allow a customer whose loyalty card has been closed to benefit again from the first loyalty program of the

campaign in accordance with the renewal rules. This manual renewal option avoids the creation of a new card.

Access

The reactivation of the card can be done directly from de card, or if more cards should be reactivate from the

multiple criteria screen of the card list; the date and the balance of the card will be changed according to the

options defined.

If the user is granted authorization, he can reopen the card.

If the right is denies, no renewal is possible.

Objective: Allow a user to perform loyalty processes on an unread customer card.

Prerequisites

The “Reading the card is mandatory” setting must be enables.

Access

FO sales

If the user is granted authorization, he can perform loyalty processes on a customer card that has not

been read.

No loyalty process can be performed on an unread card, if the right is denied.

Objective: Authorize or prohibit the modification of complementary descriptions for imported dimensions.

Access

The "Complementary description” is available in the Back Office, via the Settings module, Dimensions for

items menu, Values command.

If the user is granted authorization, he can modify the complementary descriptions of the imported dimensions.

If the right is denied, the complementary descriptions if the imported dimensions cannot be modified.

Objective: Authorize or prohibit the definition of advanced settings.

Prerequisites

Manage dimension grids

Access

In the item record - tab Dimension - button [Settings], and then button [Advanced].

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Inventory

Modification of LPPs

Modification of LCPs

View inventory of all warehouses/of all warehouses of the subsidiary

Multi-store inventory flash

View movements of a serial number in all warehouses

Serial number management allows items to be identified in a unique way. Every item has its own serial number and can be followed from its entry into stock to its sale (see

Serial Numbers.)

Pricing

Schedule validation of price lists

See Automatic Price List Generation.

If the user is granted authorization, he can modify these settings via the [Advanced] button.

If the right is denied, the [Advanced] button is hidden, and no change in the settings is possible.

Objective: Authorize or prohibit the modification of the Last Purchase Price.

Access

Item record, tab Dimension: field "Last PP - store." If this field is not visible, use button [Settings] to display

it.

If the user is granted authorization, the field can be modified.

If this right is denied, the field is in read-only mode.

Objective: Authorize or prohibit the modification of the Last Cost Price.

Access

Item record, tab Dimension: field "Last CP - store." If this field is not visible, use button [Settings] to display

it.

If the user is granted authorization, the field can be modified.

If this right is denied, the field is in read-only mode.

Objective: Authorize or not the user to view the inventory of all the warehouses and/or all the warehouses of the

subsidiary.

Access

Everywhere in Yourcegid Retail Y2 whenever user restrictions are applied.

If the user is granted authorization, the list of warehouses returned by restrictions in terms of warehouse

visibility is updated.

If the right is denied, the user cannot view the inventory of all the warehouses or/and of all warehouses of the

subsidiary.

Objective: Authorize or not the user to view the inventory of another store.

Access

Front Office: Management - Inventory - Item flash

Back Office: Inventory - Query - Item flash

If the user is granted authorization, the "Store" field can be modified.

If the right is denied; the Store field is grayed out, and the user can view the inventory of his own store only.

Objective: Authorize or not the user to view the movements of an item managed with a serial number.

Access

Front Office: Management - Inventory - Serial number/Serial number in stock

Back Office: Inventory - Query - Serial number/Serial number in stock

If a user is authorized, they can view item serial numbers at all sites.

If the right is denied, the user can see the serial number of an item only in the warehouses linked to the

inventory restriction.

Objective: Authorize or prohibit the configuration of the price list validation process.

Access

Back Office: Sales - Pricing - Automatic price list generation - Validating price lists - button [Schedule

validation]

If the user is granted authorization, he can schedule this process using the [Schedule validation] button.

If the right is denied, the [Schedule validation] button is hidden, and the user cannot use this feature.

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Modify price lists

Menu (26) - Concepts - Commercial Management/Document Entry

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

Sales representative change

As salespeople / sales representatives are sometimes commissioned on saved documents, it may be useful to suspend the ability to change sales representatives on documents.

Display full bank card number

For security reasons, it may be wise to hide the number of your customers' credit cards.

Display whole number of gift card

Validate template at the end of document

Once the document has been entered, the document is systematically printed according to the printing template defined in the document types. However, the user may also

select another template when he validates the document.

Override locks on margin

It is possible to specify for each item a minimum margin to satisfy. Once this information saved, a check will be performed upon document entry in order to suspend any input

if this setting is not met.

Objective: Authorize or prohibit the modification of purchase and selling price lists.

Access

Back Office: Purchases and Sales modules, Price lists menus.

If the user is granted authorization, the commands for the purchase and selling price lists are available for

modification.

If the right is denied, the commands for the purchase and selling price lists are available in read-only mode.

Objective: Authorize or prohibit the change of a sales representative saved in a document.

Access

Field Sales representative available upon document entry.

If the user is granted authorization, the Sales representative field can be modified.

If this right is denied, the Sales representative field is not available for modification.

Objective: Authorize or prohibit the viewing of the number of the bank card used for payment.

Access

This button gives access to the Card number window. The button is available for any document query,

after clicking on the [Installments] button, and then on the [Line detail] button.

If the user is granted authorization, he can view the number of the bank card used for the payment by clicking

on the [Card number] button.

If the right is denied, the [Card number] button is hidden, and the user cannot see this information.

Objective: Authorize or prohibit the viewing of the number of the gift card used for payment.

Prerequisites

Knowing how to create formulas to customize lists and reports that can restore information.

Access

- List of outstanding payments to customize with the following formula: @DECRYPTENOGIFTCARD.

- Reports or receipts: to customize with formula @FODECRYPTENOGIFTCARD.

If the user is granted authorization, he can view by means of these formulas the number of the gift card

used for the payment.

If the right is denied, the user has no access to this information.

Objective: Authorize or prohibit the selection of a printing template at the end of the document entry.

Prerequisites

If you want the user to select a printing template for each document type, checkmark the "Template

choice at end of document" option. This option must be enabled in the Back Office, via Settings -

Documents - Documents/Types (Layout tab).

Access

Any document entry feature for which the option has been enabled.

If the user has been granted authorization, at the end of the document entry, the user may select the

printing template for the document from the window that displays.

If the right is denied, the document will be printed according to the template defined by default in the

document type.

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Modify selling price lists

According to your settings defined, certain fields may be displayed for the entry of documents. In particular, it will be possible to show fields relating to selling price lists in

certain documents allowing the price list to be modified during the receipt.

View customer orders in notice validation

Authorize pre-receipts when validating notices

It may happen that receipts of goods cannot be recorded immediately in the store, because of a lack of time to count or check the items received. In this case, it is possible to

make pre-receipts of goods to validate the receipt later.

Generate available orders in notice validation

Objective: Authorize or not the user to force the lock.

Prerequisites

Define a minimum margin in the item record, tab Pricing - Item margin check.

Access

Document entry.

If the user is granted authorization, he can enter a document without satisfying the minimum margin

specified in the item records.

If the right is denied, and he user enters a document where the minimum margin defined for the item is

not matched, the following message displays: "The margin for the item is less than the required

minimum." The user must then abort the entry.

Objective: Authorize or prohibit the modification of fields linked to selling price lists when entering a document.

Prerequisites

Define the documents for which you want to show the selling price lists. This setup is done in the Back

Office, in Settings - Documents - Documents/Input lists. The following fields are relating to selling price

lists and will be displayed upon document entry: Tax excl./Tax incl. price list and Tax excl./Tax incl.

amount.

Access

Upon document entry for documents with the setup described above.

If the user is granted authorization, he can modify the fields linked to selling price lists that are displayed

when the user enters a document.

If the right is denied, the fields linked to selling price lists will be displayed; but the user cannot modify

them.

Objective: Authorize or not the user to view the list of customer orders, after the validation of a delivery notice (or

transfer notice), and if some items of these orders have been received.

Prerequisites

Enable the “Generation of an available order when validating a receipt” setting via the Company

settings- Commercial management/Documents - processing.

Access

Back Office:

- Purchases - Generation - Receipt of goods

- Inventory - Generation - Validation of transfer notices

Front Office:

- Management - Transfers - Validation of transfer notices

- Management - Receipts and returns - Receipt of goods

If the user is granted authorization when he validates the receipt of an item from a customer order, a

message displays enabling the user to view the list of customer orders.

If the right is denied, there will be no message and no query screen.

Objective: Authorize or prohibit the status change of a document from "On hold" to "Pre-received" and vice versa.

Access

The [Pre-receipt] button is available on screen "Pre-receipt and receipt of notices" in the Back Office and

the Front Office.

If the user is granted authorization, the button above is available to change the status of the document.

If the right is denied, the button is hidden and the status of the document cannot be modified.

Objective: Authorize or not the user to generate the available order from the customer order after the validation of a

delivery notice (or transfer notice), and if some items of these orders have been received.

Prerequisites

Enable the “Generation of an available order when validating a receipt” setting via the Company settings

- Commercial management/Documents - processing.

Access

Back Office:

- Purchases - Generation - Receipt of goods

- Inventory - Generation - Validation of transfer notices

Front Office:

- Management - Transfers - Validation of transfer notices

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Authorize the automatic allocation of quantities

An entry assistance helps the user to allocate automatically the initially scheduled quantities when an order is received. This prevents any risk of error when entering

quantities.

Authorize document closing

When the quantity of a document is not completely processed, it is sometimes necessary to close the document by clearing the balance.

Authorize visa when validating documents

The visa management submits any document to validation, if the amount is lower or higher than the range defined.

For further information on how to set up this method, please refer to Visa Management.

Authorize the creation of a document for "At risk" customers

It is possible to suspend the entry of documents for customers for whom the risk of non-payment is very high.

Modify date of purchase document in creation mode

When you enter a document, the date indicated when you connect to CBR is recovered in the header of the document and may be modified by the user.

- Management - Receipts and returns - Receipt of goods

If the user is granted authorization when he validates the receipt of an item from a customer order, a

message displays enabling the user to generate the associated available order.

If the right is denied, there will be no message and no query screen.

Objective: Authorize or prohibit upon document entry the use of buttons that will populate the quantity field

automatically.

Access

Quantities can be allocated automatically when entering documents via the use of the following buttons:

Allocate the quantities automatically for the line.

Allocate the quantities automatically for the document.

If the user is granted authorization, the buttons for the automatic allocation of quantities are available upon

document entry.

If the right is denied, the buttons are simply hidden, and the user must himself enter the processed quantities.

Objective: Authorize or prohibit the closure of a document.

Access

The [Additional actions - Close / Activate remainder] button is available for document entry.

If the user is granted authorization, he can use this button to close the document.

If the right is denied the "Additional actions - Close / Activate remainder" option is hidden; the document

cannot be closed.

Objective: Authorize or not the user to approve the document directly during the validation step.

Prerequisites

For each document type requiring a visa, you must enable the Visa option and define the amounts that

will trigger the request for approval. This option must be enabled in the Back Office, via the Settings -

Documents - Documents - Types (tab General).

Access

Any document entry feature for which the option has been enabled.

If the user is granted authorization, the user may approve the document at validation, either immediately

or later.

If the right is denied, the user can validate the document, but a message informs him that the document

must be approved. The document is then printed with mention "Awaiting visa".

Objective: Authorize or prohibit the entry of documents for customers with high risks (Red level).

Prerequisites

To take into account the customer risks for the entry of documents:

- Document types, tab Third-party: checkmark option "Consider customer risk".

- Customer record, tab Payments: specify the amounts required to calculate the risk.

- Also go to Company settings, Customers/Suppliers and checkmark "Advanced management of

customer risk".

Access

When entering documents

If the user is granted authorization, and when he enters a document for a high-risk customer, a non-

blocking message will alert the user about this situation.

If the right is denied, and when the user enters a document for a high-risk customer, a message will alert

the user that only an authorized user can proceed and enter this document.

Objective: Authorize or prohibit the modification of this date when the purchase document is created.

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Modify date of purchase document in modification mode

When you modify a document, the date indicated when you created the document is recovered in the header of the document and may be modified by the user.

Change the date of an inventory document being created

When you enter a document, the date indicated when you connect to CBR is recovered in the header of the document and may be modified by the user.

Change the date of an inventory document being modified

When you modify a document, the date indicated when you created the document is recovered in the header of the document and may be modified by the user.

Deleting receipts entered in standalone mode

The standalone mode enables the cash register to meet the essential functions while the network is down. Once the connection is up again, the receipts entered during the

network failure, are reintegrate interactively or automatically (see Standalone Mode.)

Display selling price lists when creating, viewing, modifying and generating documents

According to your settings defined, certain fields may be displayed for the creation , query, modification and/or generation of documents. In particular, it possible to display

the fields linked to selling price lists in certain documents.

To display selling price lists, you must have defined the documents concerned by this display This setup is done in the Back Office, via Settings - Documents - Documents -

Input lists. The following fields are relating to selling price lists and will be displayed upon document entry: Tax excl./Tax incl. price list and Tax excl./Tax incl. amount.

Change user-defined tables in FO entry

Access

Purchase documents

If the user is granted authorization, the entry field for the date is accessible and can be changed, if need be.

If the right is denied, the entry field for the date is grayed out, so that the user must keep the default date.

Objective: Authorize or prohibit the modification of this date when the purchase document is created.

Access

Purchase documents

If the user is granted authorization, the entry field for the date is accessible and can be changed, if need be.

If the right is denied, the entry field for the date is grayed out, so that the user must keep the default date.

Objective: Authorize or prohibit the modification of this date when the inventory document is created.

Access

Inventory documents

If the user is granted authorization, the entry field for the date is accessible and can be changed, if need be.

If the right is denied, the entry field for the date is grayed out, so that the user must keep the default date.

Objective: Authorize or prohibit the modification of this date when the inventory document is created.

Access

Inventory documents

If the user is granted authorization, the entry field for the date is accessible and can be changed, if need be.

If the right is denied, the entry field for the date is grayed out, so that the user must keep the default date.

Objective: Authorize or prohibit the deletion of receipts entered in standalone mode before they are integrated.

Access

Front Office: Sales receipts - Daily operations - Sales integration, button [Delete]

If the user is granted authorization, the user can use this button to delete the receipts.

If the right is denied, the button is grayed out, and no deletion is possible.

Objective: Authorize or prohibit the display of fields linked to selling price lists when creating, viewing, modifying or

generating a document.

Access

Upon the creation, query, modification and/or generation of documents with the setup described above.

If the user is granted authorization, he can modify the fields linked to selling price lists that are displayed.

If the right is denied, the fields linked to selling price lists will be hidden.

Objective: Authorize or not the user to change user-defined tables for customer orders and reservations in the Front

Office.

Prerequisites

Support user-defined tables for document types CC, and or RDI, and/or CDI: tick the “Use of user-

defined tables” option and define one or more tables.

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Authorize the status change of firm prices on document valuation

When a document is transformed (generation of an order for delivery, for example,) the prices of the order may be, either recovered the same for the delivery, or revalued (see

Managing Firm Prices.)

Authorize document revaluation

If price changes are effective, after the entry of documents, it is sometimes necessary to revalue these documents to update them.

Save wizard settings for replenishment proposal

Suggestions for inventory replenishment are generated according to the criteria you have selected and then saved (see Replenishment Suggestions for Customer Orders.)

Modifying/duplicating a non-modifiable/non-duplicable document

Deletion of documents

Override controls on management of consigned items

A purchase document may have either status Firm, or status Consigned. However, it is possible to enter both firm and consigned items in the same purchase document. This is

allowed by this concept.

Access

Front Office:

- Customers - Customer orders - Customer orders (Enter or Modification)

- Customer - Customer reservations (Enter or Modification)

If the right is granted, the entry button for user-defined tables is available in the toolbar.

If this right is denied, the button is hidden.

Objective: Authorize or prohibit the status change of the document.

Prerequisites

In the document types, in the Valuation tab, the Firm prices setting means that these prices will be kept

when the document is transformed.

Access

Click on this button in the document, and then go to the Additions tab to get access to the "Firm

prices on document valuation" field.

If the user is granted authorization, the "Firm prices on document valuation" field is accessible for

modification.

If the user is not granted authorization, the "Firm prices on document valuation" field grayed not no

change is possible.

Objective: Authorize or prohibit the revaluation of a document.

Access

The [Additional actions - Revaluation] button is available for the entry and/or modification of

documents.

If the user is granted authorization, the user can use this button to revalue this document.

If the right is denied, the "Revaluation" option is hidden; the document cannot be updated.

Objective: Authorize or prohibit that this setup can be overwritten.

Access

Back Office: Purchases - Generation - Replenishment for customer orders - Replenishment suggestion. -

[Open wizard] button

If the user is granted authorization, when selecting his replenishment options, the user can save his settings by

clicking the [Save] button.

If this right is denied, the button will be hidden. The user can use the configuration of these options; he can

modify it temporarily; however he cannot overwrite it.

Objective: Authorize or not the user to modify or duplicate a non-modifiable or non-duplicable document.

Access

In modification or duplication mode

To authorize certain user groups to modify/duplicate a non-modifiable/non-duplicable document, this concept

must be set to green.

To prohibit the medication/duplication of a non-modifiable/non-duplicable document, this concept must be set

to red.

Objective: Authorize or prohibit the deletion of documents.

Access

Upon document modification, the [Delete] button is used to delete the document.

If the user is granted authorization, the button above is available to delete the document.

If the right is denied, the button for deletion will be grayed out, so that the feature cannot be used.

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Generation of documents via tracking reference

Authorize modifications to be copied to transfers

Authorize international adaptations

Authorize the decrease of the fiscal reference counters

(See Fiscal References.)

Modifying the item description

When the user enters items into a document he may change the descriptions of these items in the relevant fields.

Objective: Authorize or prohibit the entry of both firm and consigned items in a same purchase document.

Prerequisites

This module must be serialized and can be used in a multiwarehouse environment only (see Managing

Consigned Items.)

Access

Purchase document entry

If the user is granted authorization, he can enter both firm and consigned items in the same purchase

document.

If the right is denied, a consigned document can include only consigned items, and a non-consigned

document includes only firm items.

Objective: Authorize or prohibit the generation of receipt documents by downloading information from an inventory

terminal.

Access

Back Office:

- Purchases - Generation - Receipt of goods

- Inventory - Generation - Validation of transfer notices

- Purchases - Generation - Pre-receive notice

Front Office:

- Management - Transfers - Validation of transfer notices

- Management - Receipts and returns - Receipt of goods

- Management - Receipts and returns - Pre-receive notice

The [Terminal downloading] button is available for receiving functions with access to the Terminal

downloading screen.

The [Terminal downloading] button is hidden.

Objective: Authorize or not modifications of a sent transfer to be copied to the associated transfer notice.

Access

Back Office: Inventory - Enter - Modification/Transfers

When modifying a sent transfer, a question is raised at the end of the document validation step to copy the

changes to the associated transfer notice.

The change on the sent transfer is saved without asking the user and without copying the change to the transfer

notice.

Objective: Authorize or not the possible use of the international customization model available in the Country record.

Access

Back Office:

- Settings - General - Country

- Basic data - Stores - Stores

The model of international customizations can be accessed and modified in the country records. This model is

also used in the store record (Contact information tab), but cannot be modified.

The model of international customizations cannot be modified in the country records.

Objective: Authorize or not a reset or decrease of fiscal reference counters.

Access

Back Office:

- Settings - Documents - Fiscal references/List of counters

- Sales receipts - Enter transaction, button [Actions on taxation], option Fiscal references/Modify counter

The reset button is visible and accessible. It is also possible to decrease manually the counter by entering

a new lower value for the current counter.

If this right is denied, the reset button will be hidden. The user tries to change manually the counter, a blocking

message prevents the entry of a lower value for the current counter.

Objective: Authorize or prohibit the modification of item descriptions when items are entered into the document.

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Authorize creation and modification of litigations

The management of litigations allows the user to assign a status to a line of purchase orders when an error is detected (received quantity different from the scheduled delivery,

price different from the original one, etc.)

Override freeze of documents

Release frozen documents

GUI Taiwan: modifying the payment method on the return receipt

Authorize the change of the warehouse issuing the loan

When a loan is entered, the issuing warehouse specified by default is the one entered in the store record.

Authorize the change of the lending period (in days)

When a loan is entered, the lending period is calculated automatically and the scheduled date of the return is displayed.

Access

Field "Description" at document entry.

If the user is granted authorization, the Description field is accessible and the user can change the descriptions

of the items.

If the right is denied, the user has not access to the Description field, so that he must keep the default

description of the item.

Objective: Authorize or prohibit the creation or modification of disputes.

Prerequisites

The Control of invoices and management of litigations must be serialized. Moreover, the Litigation

management must be enabled in the Company settings via Commercial management - Documents, as

well as for any document type (tab General.) (See Litigation Management.)

Access

Upon document entry, the [Additional actions] button gives access to the entry of litigations.

If the user is granted authorization, he can create or modify litigations via this button.

If the right is denied, and if the user tries to create or modify litigations, a message will display informing

the user that he is not authorized to use this feature.

Objective: Authorize or not the user to open and modify a document which is already used by another user.

Prerequisites

The company setting “Management of concurrent accesses in documents”, accessed via the Commercial

management/Document - entry menu must be ticked.

Access

Any modification feature for documents (customer orders, purchase orders, transfers, etc.) either in the

Front Office, or in the Back Office.

When the user opens a document already opened by another user, a message alerts the user that this

document is already in use. The user can then open it either in read-only mode, or in modification mode.

Only the read-only mode is authorized for this document.

Objective: Authorize or not the user to delete locks on documents.

Access

Back Office: Administration - Users and access - Frozen documents

The release button is enabled and a message prompts the user to confirm the release of the documents.

The button remains active, but a message prevents processing.

Objective: Authorize or not the user to change the payment method on the return receipt, in the case a store supports

Taiwan’s GUI fiscal references.

Access

Front Office: Sales receipts - Sales - Enter transaction

When a return transaction is entered, the window that opens allows the user to change the default payment

method.

Le return line is recorded with the default payment method defined in the customization setup of the store,

without any possible change.

Objective: Authorize or prohibit the modification of this warehouse by the user.

Prerequisites

To operate effectively, the loan management must be enabled and configured appropriately (see Loan

Management.)

Access

A loan can be entered from the Front Office:

- Sales receipts - Sales - Enter transaction - button [Customer Services - Cust. loans].

- Customers - Loans - Enter a loan

If the user is granted authorization, the Warehouse field is accessible and the user can change the

warehouse specified by default.

If the right is denied, the user has not access to the Warehouse field, so that he must keep the default one.

Objective: Authorize or prohibit the modification of the return date by the user.

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Authorize the loss of a loan

Lent items are sometimes lost by the customer. However, they must be managed and accounted for.

Authorize the change of the return warehouse of a loan

When a loan is returned, the return warehouse specified by default is the one entered in the store record.

Override modification settings for user-defined tables

Entry of analytical breakdown per document

Entry of analytical breakdown per line

Prerequisites

To operate effectively, the loan management must be enabled and configured appropriately (see Loan

Management.)

Access

A loan can be entered from the Front Office:

- Sales receipts - Sales - Enter transaction - button [Customer Services - Cust. loans].

- Customers - Loans - Enter a loan

If the user is granted authorization, the Return date field is accessible and the user can change the date

calculated by default.

If the right is denied, the field is grayed out and the modification is not possible.

Objective: Authorize or prohibit the loss a lent item to be entered by the user.

Prerequisites

To operate effectively, the loan management must be enabled and configured appropriately (see Loan

Management.)

Access

A loan can be entered from the Front Office:

- Sales receipts - Sales - Enter transaction - button [Customer Services - Cust. loans].

- Customers - Loans - Enter a loan

If the user is granted authorization, the Loss feature is available and the user can enter the loss of the lent

item.

If the right is denied, the feature is not accessible to the user and the latter must call his manager to enter

the loss of the item.

Objective: Authorize or prohibit the loss a lent item to be entered by the user.

Prerequisites

To operate effectively, the loan management must be enabled and configured appropriately (see Loan

Management.)

Access

A loan can be entered from the Front Office:

- Sales receipts - Sales - Enter transaction - button [Customer Services - Cust. loans].

- Customers - Loans - Enter a loan

If the user is granted authorization, the Warehouse field is accessible and the user can change the

warehouse specified by default.

If the right is denied, the Warehouse field is hidden so that the field cannot be modified.

Objective:

Prerequisites

Set up the use of document user-defined tables for document type FFO (User-defines tables tab) with

some tables being modifiable and others not.

Access

Back Office: Sales - Retail sales - Receipt modification

Front Office: Sales receipts - Sales - Modification of user-defined tables

If the user is granted authorization, he can modify using this button, any of the user-defined tables,

regardless of the modification settings defined in the document type.

If the right is denied, the user can modify only the user-defined tables defined as modifiable in the

document type.

Objective: Authorize or prohibit the entry of analytical breakdown per document

Prerequisites

The company setting “Management of analytics per document”, accessed via the Commercial

management/Account posting menu must be ticked.

The “Document analytics” setting must be enables for at least on document type (Accounting tab.)

Access

Any creation or modification feature for documents.

The [Analytical breakdowns] button is visible in the document and gives access to the Analytical

breakdown record of the document, if the corresponding document type has been set up appropriately as

mentioned above.

The [Analytical breakdowns] button does not propose the Document option.

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Authorize the entry of a document at a date prior or later than the system date

When a document is entered, the system date is specified by default, but generally it can be modified.

Authorize the status change of firm prices on transfer prices

Menu (26) - Concepts - Commercial Management/Serial Numbers

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

Serial number management allows items to be identified in a unique way. Every item has its own serial number and can be followed from its entry into stock to its sale. For

further information about this functionality and its settings, please refer to Serial Numbers.

Force locks

In general, this section allows a user of type administrator to have additional rights so that he can bypass some standard controls.

In inventory, purchase and sale documents

When items are entered into one of these documents, the systems checks that the quantity of items inserted into the document is consistent with the total of serial numbers

entered too. If there is any inconsistency, the feature may be locked.

Entry is mandatory in sales documents

Objective: Authorize or prohibit the entry of analytical breakdown per line

Prerequisites

The company setting “Management of analytics per document”, accessed via the Commercial

management/Account posting menu must be ticked.

The “Line analytics” setting must be enables for at least on document type (Accounting tab.)

Access

Any creation or modification feature for documents.

The [Analytical breakdowns] button is visible in the document and gives access to the Analytical

breakdown per line record, if the corresponding document type has been set up appropriately as

mentioned above.

The [Analytical breakdowns] button does not propose the Line option.

Objective: Authorize or prohibit the replacement of this date by a date prior to or later than the system date.

Access

Any document creation in the Back Office or the Front Office.

If the user is granted authorization, the Date field is accessible and the user can replace the system date by a

prior or later date.

If the right is denied and the user tries to replace the system date by a prior or later date, a message will alert

the user that he cannot perform this operation. He must keep the system date as specified by default. Even an

authorized user will not be able to modify this date for a document in progress.

Objective: Authorize or prohibit the status modification of checkbox option “Firm prices on transfer prices” in the

additional header information of documents.

Prerequisites

The company setting “Transfer price management”, accessed via the Commercial management/Stores

and warehouses menu must be ticked, and the store must support transfer prices (Contact information

tab.)

Access

In any modification feature for documents.

When creating or modifying documents, the “Firm prices on transfer prices” option in the additional

header information is accessible.

When creating or modifying documents, the “Firm prices on transfer prices” option in the additional

header information is grayed out.

Objective: Authorize or not the user to force the lock.

Access

Inventory, purchase and sale documents

If the user is granted authorization, he can enter fewer serial numbers than items entered into any of these

documents. These rights can also be used to authorize the user to switch from blind entry mode to an automatic

assignment entry mode.

If the right is denied, and the user enters fewer serial numbers than items, a message prompts the user to call

another user with the appropriate rights to force the lock.

Objective: Authorize or not the user to enter serial numbers into sales documents.

Prerequisites

The management of serial numbers must have been enabled for the document type (in the Inventory tab.)

Access

From the Back- or Front Office, via entry or updates function for inventory, purchase or sales

documents.

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Authorize the change of weight for components with serial numbers

Update of inventory serial numbers

Menu (26) - Concepts - Commercial Management/Mask-types

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

The objective of mask-types is to facilitate the entry of quantities in dimension grids by using pre-referenced allocation profiles. For further information about this

functionality and its settings, please refer to Mask-types.

Creation

Modification - Deletion

Item association

If there is a gap between the serial numbers and the quantity of the document, a message enables the user

to:

- Go back to the previous screen and complete the serial numbers.

- Proceed and validate the document without specifying additional serial numbers.

When validating a sales document, if the serial numbers entered do not match the quantity entered on the

document, a message prompts the user to call for an authorized user to override the controls.

Objective: When validating a sales document, if the serial numbers entered do not match the quantity entered for the

document, a message prompts the user to call an authorized user to override the controls.

Access

From the Inventory module, menu Query, command Serial numbers/Referencing serial numbers

Adding or deleted components associated with a serial number is possible via the buttons located on the right

of the Referencing serial numbers screen. The weight can be modified too by double-clicking the line.

If the user is not granted authorization, he cannot change the weight and components of a serial number:

- Buttons for adding or deleting components are hidden.

- Double-clicking the line is inoperative.

Objective: Authorize or not modifications of inventory serial numbers via the “Check/Update inventory” function. By

default, modification is authorized.

Access

Inventory - Query - Serial numbers/Check-Update inventory

The query/allocation of serial numbers screen can be accessed in update mode to add, delete or modify serial

numbers.

The query/allocation of serial numbers screen can be accessed in read-only mode

Objective: Authorize or prohibit the creation of mask-types by the user.

Access:

Back Office: Settings - Dimensions for items - Mask-types – button [New].

If authorization is granted, the [New] button is enabled allowing the creation of mask-types.

If the right is denied and the user clicks the [New] button, a message warns the user that he is not authorized

to create mask-types.

Objective: Authorize or prohibit the modification or deletion of mask-types by the user.

Access:

Back Office: Settings - Dimensions for items - Mask-types

To perform a change, use the [Validate] button.

To delete a mask-type, use the [Delete] button.

If authorization is granted, the buttons mentioned above are enabled allowing the modification or deletion of

mask-types.

If the right is denied, the buttons mentioned above are grayed out, and neither modification, nor deletion is

possible.

Objective: Authorize or prohibit the association of previously created mask-types with items to select.

Access:

Back Office: Basic data - Items - Items - tab Characteristics - button [Mask-type association].

If authorization is granted, the button mentioned above triggers the display of a new window where mask-

types can be associated with items via the [Move] buttons.

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Menu (26) - Concepts - Commercial Management/Cust. Service Management

Back-Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

The concepts described below are linked to the management of customer services; this module is available in the Back Office and in the Front Office. The module is aimed at

tracking alterations and repairs, items under warranty, controls, etc. The Customer service management is an optional module that must have been acquired and serialized

before it can be used. For further information about this functionality and its settings, please refer to Customer Services.

Create customer service records

Deleting Customer Service records

Defect identification

Customer service operations to send

This menu allows you to view the list of customer services waiting to be sent to the workshops in order to effectively send them

Quotations - Valuation

Once the quotation done and the store informed about the amount of a repair, you just have to return to the list of quotations being valued. The selection of the customer

services allows you to return to the record to complete it.

If the right is denied, the button gives access to the association window, but the [Move] buttons are grayed out

and no association is possible.

Objective: Authorize or prohibit the entry of customer service records.

Access

Back Office: Sales - Customer services - Customer service records - button [New]

Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Cust. services - Customer

service input]

If authorization is granted, the creation of a customer service record is possible:

On the Back Office via the [New] button.

On the Front Office via the Customer service input option.

If the right is denied, the creation of a customer service record is not possible:

On the Back Office: the [New] button is not accessible.

On the Front Office: the Customer service input option is not accessible.

Objective: Authorize or prohibit the deletion of customer service records.

Access

Back Office: Sales - Customer services - Customer services records - button [Delete]

Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Cust. services - Customer

service follow-up] - button [Delete]

If authorization is granted, the deletion of a customer service record via this button is possible.

If the right is denied, the deletion is not possible, and the [Delete] button is either hidden, or grayed out.

Objective: Authorize or prohibit the access to the Defect identification feature.

Prerequisites

The company setting “Identification step of the defect”, accessible in Commercial Management/

Customer services, must be enabled.

Access

Back Office: Sales - Customer services - Defect identification

Front Office: Customers - Customer services - Defect identification

If the user is granted authorization, he can qualify the defect via the “Defect identification” menu. The

Salesperson field remains accessible as long as the record remains in status “To qualify”.

If the right is denied, the Defect identification menu is not visible; in the customer service record, the

Salesperson and Defect identification fields cannot be accessed.

Objective: Authorize or prohibit the use of this feature.

Access

Back Office: Sales - Customer services - Customer service to send

Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Cust. services - Customer

service to send]

If the user is granted authorization, he can send customer services to the workshops.

If this right is denied, the "Customer service to send" option is not accessible.

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Quotations - Customer reply

Once the quotation communicated to the customer, several steps may be possible:

- Quotation accepted: the customer accepts the repair and will come to the store and sign an agreement.

- Customer notified: the customer is notified of the amount of the repair; he will think about it.

- Quotation refused: the customer refuses the estimate.

Quotations - OK from workshop

This step consists in checking all quotations to inform the workshop that it either repairs the items or returns them.

Workshop returns

When items are sent back from the workshop, they must be controlled one by one to check that the repair is well done.

Returned to customer

This list of customer service operations to return to customers is available from sales transaction entry screen.

Close/Reopen a customer service

In the case of loss and theft, or even if the customer changes his mind, the customer service record may be closed.

Objective: Authorize or prohibit the use of this feature.

Access

Back Office: Sales - Customer services - Quotations - External workshop valuation.

Front Office: Sales receipts - Sales -Enter transaction - button [Customer services - Cust. services - Quotations

- Workshop valuation]

If the user is granted authorization, he may copy the information from the quotation into the customer service

record.

If this right is denied, the "Quotation valuation" option is not accessible.

Objective: Authorize or prohibit the use of this feature.

Access

Back Office: Sales - Customer services - Quotations - Customer reply.

Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Cust. services - Quotations

- Customer reply]

If the user is granted authorization, he can specify the customer's reply in the customer service record.

If this right is denied, the "Quotations - customer reply" option is not accessible.

Objective: Authorize or prohibit the use of this feature.

Access

Back Office: Sales - Customer services - Quotations - Ok from workshop.

Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Cust. services - Quotations

- Ok from workshop]

If the user is granted authorization, he can specify the customer's reply in the customer service record.

If this right is denied, the "Quotations - customer reply" option is not accessible.

Objective: Authorize or prohibit the use of this feature.

Access

Back Office: Sales - Customer services - Workshop return.

Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Cust. services - Quotations

- Workshop return]

If the user is authorized, once he has checked the repairs, he can specify in the customer service record, the

status of the repair: repair done, repair not possible, return to workshop.

If this right is denied, the "Workshop return" option is not accessible.

Objective: Authorize or prohibit the use of this feature.

Access

Back Office: Sales - Customer services - Returned to customer.

Front Office: Sales receipts -Sales - Enter transaction - button [Customer services - Cust. services - Returned to

customer]

If the user is granted authorization, he can perform "Returned to customer" operations and collect the amount

of the repair.

If this right is denied, the "Returned to customer" option is not accessible.

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Close C.S.

It is possible to close customer services with status Closed or Delivered to customer.

Modify the price of the services

Accept a quotation partially

Last step cancellation

The management of customer services consists in performing subsequent steps from the creation of the service to the delivery to the customer. It is possible at any moment to

come back to the previous step, if need be.

Link step "Send green lights" to step "Customer's reply"

This allows you to proceed with the next customer service step without leaving the current screen, thus saving time.

Menu (26) - Concepts - Commercial Management/Packing, Alert Management

and Customer Mailings

Back Office: Administration - Users and access - Access right management

Objective: Authorize or prohibit the use of this feature.

Access

Back Office: Sales - Customer services - Close/Reopen a customer service.

Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Cust. services -

Close/Reopen a customer service]

If the user is granted authorization, he can close and/or reopen a customer service record.

If this right is denied, the "Close/Reopen a customer service" option is not accessible.

Objective: Authorize or prohibit the closure of a customer service record.

Access

Back Office via the Closure command

If the user is granted authorization, he can close a customer service record via the [Validate] button.

If the right is denied, the button is disabled, no closure can be performed.

Objective: Authorize or prohibit the change in service prices in various customer service records.

Access

In customer service records

If the user is granted authorization, he can change the service prices in creation/modification mode in the

customer service records.

If the right is denied, the change in service prices is not authorized. The prices are grayed out and are not

accessible.

Objective: Authorize or prohibit the use of this feature.

Access

Back Office: Sales - Customer services - Quotation Customer reply

Front Office: Customers - Customer services - Quotation Customer reply

If the user is granted authorization, he can accept a quotation partially by selecting only certain service lines

among the list of services.

If the right is denied, a blocking message alerts the user that he is not authorized to validate a quotation

partially. Either he performs an elevation of privilege by entering an identifier/password of a user with the

appropriate rights and proceeds with the entry, or he entirely validates the quotation, or waives the process.

Objective: Authorize or prohibit the cancellation of the last step to come back to the previous step in the management

of a customer service.

Access

From the customer service record, click the [Last step cancellation] button to go back to the previous step.

If the user is granted authorization, he can use this button to cancel the last step performed.

If this right is denied, the [Last step cancellation] button is not accessible.

Objective: Authorize or not the user to proceed directly with step "Send green light" without leaving the screen.

Access

From step Quotations - Customer reply, click the [Send a go-ahead] button available in the Customer's reply

record to go directly to the next step without leaving the screen.

If the user is granted authorization, the [Send a go-ahead] button enables the user to proceed directly with the

next step.

If this right is denied, the [Send a go-ahead] button is not accessible.

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Front Office: Settings - Administration - Users and access/Access right management

Packing

The packing module is aimed at managing packages and their shipment. This module will enable the packaging and the grouping of items for shipment and ease their

integration when receiving goods in the store. For further information about this functionality and its settings, please refer to Packing.

Access to the reference mode

Two packing modes are available and must be configured in the document types:

- Packing mode - Reference: the user himself can select the items to package.

- Packing mode - Blind: items must be scanned in a Packing window; they are not selected by reference.

Manual entry for package number

The packing module is aimed at managing packages and their shipment. When entering a packing list, a package number is allocated automatically.

Alert management

The concepts described below are linked to the Alert management module, and more precisely to the settings for SQL queries and the resulting reports. Each indicator is based

on a SQL query. It is then the result of this query that is returned in a report. Each time a query is run, the generated report is stored in order to maintain a history. For further

information about this functionality and its settings, please refer to section Alert Management.

SQL request setup

An indicator is an element which, when run at a given time, allows you to obtain a specific result: it is a SQL query which will return one or more result lines when it is run.

Report setup

The results returned when the query is run are saved in a report that will be archived.

Show all indicators

The list of indicators is available in the form of a report and can be viewed at any time.

Objective: Authorize or prohibit the use of the reference packing mode, even if the packing mode on document entry

is set to Blind.

Access

When entering documents, from the Packing list window, click on the [Show/Hide items to package] button to

switch to the "Reference" packing mode.

If authorization is granted, the [Show / Hide items to package] button is available to be able to switch to the

"Reference" mode.

If the right is denied, the [Show / Hide items to package] button is grayed out; no switch to the "Reference"

mode is possible.

Objective: Authorize or prohibit the modification of this package number.

Access

When entering documents, from the Packing list window, click on the [Display the package characteristics] to

get access to the package number (tab Logistics).

If authorization is granted; the "Package no." field can be accessed to change the number allocated

automatically.

If the right is denied, the "Package no." field will be grayed out, making any modification impossible.

Objective: Authorize or prohibit the setup of these SQL queries.

Access

Back Office: Administration - Alert management - Settings - button [Request setup]

If the user is granted authorization, he can create new queries via the [Request setup] button.

If the right is denied, the [Request setup] is not accessible and no query can be set up.

Objective: Authorize or not the user to set up this report.

Access

Back Office: Administration - Alert management - Settings - button [Report setup]

If the user is granted authorization, he can create a report by using the [Report setup] button.

If the right is denied, the [Report setup] is not accessible and no report can be set up.

Objective: Authorize or prohibit the query of this list.

Access

Back Office: Administration - Alert management - Search.

If the user is granted authorization, he can view the list of indicators.

If the right is denied, the list is void and no indicator is displayed.

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Customer mailings

(Refer to Customer mailings.)

Customer mailing is available only if business operations are not supported. Therefore, uncheck the “Management of business operation and data collections” option,

available via Administration - Company settings - Commercial management/CRM. Mailing management is performed in the Basic data module via the Customer mailing

command in the customers menu.

Mailing management

Creation

Modification - Deletion

Menu (26) - Concepts - Commercial Management/Administration

Back Office: Administration - Users and access - Access right management

Front Office: Administration module - Users and access - Access right management

Complete user record

The user record enables administrators to configure users and assign them to a group and a store. They can even apply restrictions to users relating to the query of data

(inventory, customers, mark-down, etc.)

Change settings for weighing

Creation/modification of exception groups

Objective: Authorize or prohibit the modification of customer records.

Mailing management is possible both in the Back Office and the Front Office.

All management functions for mailing are disabled in the Back Office and the Front Office.

Objective: Authorize or prohibit the creation of customer mailings.

The user can create new mailings. The creation button is visible in the multiple criteria and in the record.

The user cannot create new mailings. The creation button is visible in the multiple criteria and in the record.

Objective: Authorize or prohibit the modification or deletion of mailings.

The user can modify or delete an existent mailing. Changing information is possible in the mailing record using

the [Delete] button.

The mailing record opens in read-only mode. No data can be modified, the button used for deletion and

creation are hidden.

Objective: Set up restrictions on the settings available in the user record and restrict access to only essential data, such

as data about the name, the position, the login and the password of the user.

Access

Back Office: Administration - Users and Access - Users

Front Office: Settings - Administration - Users and Access - Users

If authorization is granted, the complete user record is displayed without restriction.

If the right is denied, the user record displays only the very essential matters.

Objective: Authorize or not the user to manage his own weighing settings.

Prerequisites

The Scale connector module (P30489) must be serialized (see the Administration module, Serialization

menu, command Activation of modules).

Access

Weighing management is available in the following screens:

- Store record: Basic data module, Stores menu, Stores command (the weighing unit can be changed.)

- Measurement record: Settings module, Management menu, Measurement units command. (The register

peripheral code can be accessed for units of type Weight.)

- Register settings: Settings module; Front Office menu, Register command (the scale section can be

accessed.)

If the user is authorized, the can access the different elements listed above to manage the weighing

process.

If the user is not granted authorization, he cannot access the elements listed above.

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Use of external functions for exports

This concept is explained in this section.

Creation of zip codes

You can create zip codes to use them for the entry of third-party addresses.

Menu (26) - Concepts - Commercial Management/Conduct inventory

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

The concepts described below are linked to the management of inventories. For further information about this functionality and its settings, please refer to Inventory Count

Management. The Conduct inventory feature must have been configured appropriately, as well as the PIT transmission if one is used.

Modify transmissions

Inventories can be conducted with a Portable Inventory Terminal (PIT). The quantities counted on this terminal are downloaded onto the computer of the store. At the end of

the transmission, these quantities can be viewed or modified.

Change inventories

After having generated the list of items to count, the list can be modified by specifying the quantities actually counted in order to update the stocks.

Objective: Authorize or prohibit the creation or modification of exception groups for payment methods

Prerequisites

You must enable the “Management of exception group” option, available in Administration - Company -

Company settings - Commercial management/Stores and warehouses.

Access

- From the management of exception groups: Settings module, Management menu, Exception groups of

payment methods command.

- From payment methods: Settings module, Management menu, Payment methods command.

If the right is granted:

- From the management of exception groups: the creation/modification of groups is possible using the

creation button.

- From payment methods: The modification of additional information on a payment method per store,

especially on a store exception causes the update of linked stores. A confirmation message will display

when the record is validated.

If the right is denied:

- From the management of exception groups: You can only view the groups as the creation button is

hidden.

- From payment methods: The modification of additional information on a payment method per store,

especially on a store exception is not possible (a blocking message will display.)

Objective: Authorize or prohibit the creation of new zip codes.

Access

Back Office: Settings - General - Zip codes

If the user is granted authorization, he can create new zip codes via the [New] button.

If the right is denied, the [New] button is not accessible and no zip code can be created.

Objective: Authorize or prohibit the modification of the transmissions downloaded from the PIT.

Access

Back Office: Inventory - Conduct inventory - Transmitted inventories - Entry/query

Front Office: Management - Conduct inventory - Transmitted inventories - Entry/Query

If the user is granted authorization, he can modify the list downloaded from the PIT.

If this right is denied, no modification is possible The list from the inventory terminal will be kept.

Objective: Authorize or prohibit the modification of this list.

Access

Back Office: Inventory - Conduct inventory - Entry/Change inventory.

Front Office: Management - Conduct inventory - Entry/Change inventory.

If the user is granted authorization, he can modify the inventoried quantities in column "Inventory result".

If this right is denied, no modification is possible.

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Authorize negative quantities

After having generated the list of items to count, the list can be modified by specifying the quantities actually counted. By default, negative quantities are allowed.

Override the limitation for integrating transmissions

Cancel integrations

Modify settings for inventories

It is possible to configure default values for some pieces of information of inventories. These settings are relating to inventory lists, manual transmissions, as well as to the

inventory validation and the end of inventory.

Copy computer inventory on inventoried stock

When entering or modifying an inventory, data from the "Computer inventory" column can be copied to the "Inventory result" column on all lines not entered yet. This

prevents the operator from entering a quantity on each line, and allows him to change only the lines with discrepancies.

Dissociate documents of positive and negative inventory discrepancies

If discrepancies are found when an inventory is validated, the system generates a document about these discrepancies. It is then possible to split this document in order to

dissociate positive and negative inventory discrepancies.

Objective: Authorize or prohibit the entry of negative quantities.

Access

Back Office: Inventory - Conduct inventory - Entry/Change inventory.

Front Office: Management - Conduct inventory - Entry/Change inventory.

If the user is granted authorization, he can enter negative quantities in column "Inventory result" by inserting

the negative sign (-) just before the quantity.

If the right is denied, as soon as the negative sign (-) is inserted before a quantity, it will be deleted

automatically, showing therefore a positive quantity.

Objective: Limit the integrations and queries of transmissions to the transmissions realized by the user.

Access

Inventory - Conduct inventory - Transmitted inventories - Entry/Query

Inventory - Conduct inventory - Transmitted inventories - Integration

For entry or query, the user field is assigned by default with the code of the connected user; but this can be

modified so that the actual user can view transmissions performed by other users.

This is the same for integration; the user field is assigned by default with the code of the connected user; but

this can be modified so that the actual user can integrate transmissions performed by other users.

For entry or query, the user field is assigned by default with the code of the connected user; but this cannot be

modified. The user can view only his/her own transmissions.

This is the same for integration: Only the user’s transmissions can be integrated.

Objective: Authorize or not the user to unflag an inventory transmission.

Access

Inventory - Conduct inventory - Transmitted inventories - Entry/Query

In the inventory transmission record, the Cancel transmission button is accessible.

In the inventory transmission record, the Cancel transmission button is not accessible.

Objective: Authorize or prohibit the modification of these settings.

Access

Back Office: Inventory -Conduct inventory - Settings for inventories - button [Validate].

If the user is granted authorization, he can modify the settings for inventories and save the changes via the

[Validate] button.

If the right is denied, the [Validate] button is grayed out and no modification is possible.

Objective: Authorize or prohibit the copy of data from the "Computer inventory" column to the "Inventory result"

column.

Access

Back Office or Front Office from Command Entry/Change inventory - button [Copy inventory]

If the user is granted authorization, he can use this button to copy the data.

If the right is denied, the button is not accessible and the computer inventory cannot be copied.

Objective: Authorize or prohibit the generation a document dissociating negative and positive discrepancies.

Access

Back Office or Front Office from menu item Validation.

If authorization is granted, a discrepancy document will be generated for positive inventory discrepancies and

another one for negative inventory discrepancies.

If the right is denied only one document is generated with both positive and negative inventory discrepancies.

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Deleting transmissions

Inventories can be conducted with a Portable Inventory Terminal (PIT). The quantities counted on this terminal are downloaded onto the computer of the store. At the end of

the transmission, these quantities can be viewed or modified, and even deleted.

Authorize inventory lists to be divided

This feature consists in splitting an inventory list with many discrepancy lines into several lists, so that it can be validated, viewed or deleted more easily. At the inventory

validation step, if the list to validate includes more than x lines with discrepancies, a message will propose the user to split the list.

Change the status of the inventory list

Menu (26) - Concepts - Commercial management

Allocation/Clothing, Quotations and special orders, Objectives

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

Allocations/Clothing

This module is aimed at meeting the specific requirements of price list management for certain categories of customers. Especially for Clothing and VIPs:

- Certain categories of employees may be entitled to clothing from the store's collection up to a certain amount.

- VIPs are certain categories of employees or customers that may buy items based on a price list different from the public price list.

For further information about this module and its settings, please refer to Allocation and Clothing.

Use of programs of level 1/ level 2/ level 3

The Allocations and clothing module enables the creation of special price list conditions in order to make the concerned customers benefit from advantageous prices.

Associate program to customer

Objective: Authorize or prohibit the deletion of the transmissions downloaded from the PIT.

Access

Back Office or Front Office: Entry/Query of transmitted inventories - button [Delete].

If the user is granted authorization, he can delete the list downloaded from the PIT using the [Delete] button.

If the right is denied, the button is not accessible and the deletion of the list is not possible.

Objective: Authorize or not the user to split these lists.

Prerequisites

Splitting the lists requires that a limit be set in the Company settings - Inventory. For further information

about the settings to define, please refer to the Management of inventory counts.

Access

Back Office or Front Office: via the [Divide an inventory list] button available in the Inventory

validation.

If the user is granted authorization, he can use this button to split the list into several parts.

If the right is denied, and the user tries to use the [Divide an inventory list] button, a message will inform

the user that he is not authorized to perform this operation.

Objective: Authorize or not the user to de-validate an inventory list pre-validated by the stores.

Access

Inventory - Conduct inventory - Pre-validation by store

The cancel validation button for inventory lists is accessible.

The cancel validation button for inventory lists is not accessible.

Objective: Authorize or prohibit the use of a program according to the authorization level defined in the record: 0, 1,

2, or 3. By default, the value of the programs is set to 0, meaning that they can be used by everyone.

Access

The authorization level of a program is defined in the Back Office via module Sales, menu Allocations and

clothing, menu item Special conditions - tab Controls.

The program is then used in the Front Office, after identification of the customer.

If authorization is granted, and after the identification of the customer who benefits from the special

conditions, the message that displays enables the user to apply these conditions to the customer.

If the right is denied, after the identification of the customer who benefits from these special conditions, a

message displays, informing the user that the customer benefits from special conditions, but that the user is not

authorized to apply them. To proceed with this operation, a password from an authorized user must be entered.

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Customize customer amounts

The special condition programs enable the definition of thresholds that the customer cannot exceed and for which a warning message is issued. These thresholds are defined in

amounts and/or in quantities.

Quotations and specials orders

The concepts described hereafter are linked to the Quotations and special orders module. It is used to enter special orders for customers, with a preliminary price request

phase. This is an optional module that must be serialized first.

For further information about this functionality and its settings, please refer to section Quotations and Special Orders.

Deleting a quotation

For many reasons, it is sometimes necessary to delete a quotation.

Display step "Send go-ahead"

This step corresponds to the moment when the store has received agreement from the customer and sends a go-ahead to the workshop to begin the order:

Objectives

The concepts described above are linked to the Objectives module used to define and track sales forecasts. For further information about this functionality and its settings,

please refer to section Sales Objectives.

Validate/De-validate a session

A session is a framework for which objectives will be defined. It is thus characterized by several criteria (periods, analysis axes, etc.).

Authorize the modification of the daily objectives

Objective: Authorize or not the user to associate a program with a customer.

Access

A program is associated with a customer in the Back Office:

- Customer after customer: in the customer's record, tab Conditions, button [Special conditions], then proceed

with the [New] button.

- In batch mode: via the Sales module, Allocations and clothing menu, Batch association command.

If the user is granted authorization, he can associate programs with customers he has chosen.

If the right is denied, the two access modes described above are not accessible, so that the user can associate no

program with a customer.

Objective: Authorize or prohibit the customization of the authorized thresholds for a customer.

Access

The customization of amounts and/or quantities is performed in the customer's record in the Back Office: tab

Conditions by clicking respectively the [Special conditions] and [New] buttons and enabling the "Customizing

amounts" checkbox.

If the user is granted authorization, he can checkmark the option and specify his own amounts and/or

quantities.

The right is denied the "Customizing amounts" checkbox is grayed out and the user cannot make any

modification.

Objective: Authorize or prohibit the deletion of an active quotation.

Access

Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Quotation - Quotation

follow-up]

If authorization is granted, once the quotation record open, the user may delete the quotation via the [Delete]

button.

If the right is denied, the [Delete] button is not accessible and no quotation can be deleted.

Objective: Authorize or prohibit the validation of this step and consequently launch the order.

Access

Front Office: Sales receipts - Sales - Enter transaction - button [Customer services - Quotation - Quotation go-

ahead]

If authorization is granted, the "Quotation go-ahead" option is available, allowing the user to launch the order.

If the right is denied, the "Quotation go-ahead" option is not accessible: the user cannot fulfill this step.

Objective: Authorize or not the user to validate or de-validate a session.

Access

Back Office: Objectives - Objectives - Session – button [Menu – Validation or Cancel validation].

If the user is granted authorization, the [Menu – Validation/Cancel validation] button is available allowing the

user to validate/de-validate the current session.

If the right is denied, the [Menu] button is available, but does not propose the Validation/Cancel validation

option, thus making this function inoperative.

Objective: Authorize or not the user to manages store goals

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Menu (26) - Concepts - Commercial management/Replenishment

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

The concepts described below are linked to the Replenishment module in the Front Office. This module is used to optimize the transfers of goods and calculate, if need be, the

quantities missing in the warehouse.

Authorize the modification of quantities in purchase documents

Even if an order has been validated, the user can always modify the initial quantity, if need be.

Authorize the increase of quantities in purchase documents

Even if an order has been validated, the user can always modify the purchased quantity; but sometimes it will be necessary to control these purchases by freezing this purchase

quantity.

Authorize overrun of the maximum inventory in purchase documents

Entering a maximum inventory consists in specifying the quantity beyond which you do not want to increase the inventory of an item. The objective is to avoid inventory

surpluses and their associated costs. Therefore, it is sometimes necessary to block the purchase of items so as not to exceed the maximum inventory.

Creation of purchase documents

Purchase documents can be created based on a replenishment proposal.

Authorize the modification of quantities in transfers

Prerequisites

To see the company setting used to manage store goals, the Objectives and Budgets (P30412) module

must not be serialized (see Administration - Serialization - Activation of modules.)

Access

- Back Office: Sales - Retail sales - Store goals

- Front Office: Sales receipts - Sales - Store goals

If the right is granted, the store goals (also called daily objectives) screen can be launched in a standard

way (input is possible.) You can create or modify a goal in this screen. Buttons for creation, deletion and

duplication are available.

If the right is denied, the screen is in read-only mode. Creating or modifying a goal is not allowed.

Buttons are grayed out.

Objective: Authorize or prohibit the modification of the quantity specified in the purchase documents.

Access

Front Office: Management – Store replenishment – Order validation – button [Open].

If the user is granted authorization, the "Modified qty" field is accessible and the user can correct the purchase

quantity.

If the right is denied, the "Modified qty" field is not accessible and the user cannot modify the quantity.

Objective: Authorize or prohibit the increase of the quantity specified in the purchase documents.

Access

Front Office: Management – Store replenishment – Order validation – button [Open].

If the user is granted authorization, the "Modified qty" field is accessible and the user can correct and increase

the purchase quantity.

If the right is denied and the user tries to increase the purchase quantity, a message displays informing the user

that he is not authorized to increase the purchase quantities.

Objective: Authorize or prohibit any order beyond the quantity specified for the maximum inventory.

Prerequisites

The maximum inventory must have been calculated first in the Back Office: Inventory - Store

replenishment - Min. and max. inventory - Min. and max. inventory initialization. For further

information about the calculation of the minimum and maximum inventory, please refer to Min. and

Max. inventory.

Access

Front Office: Management – Store replenishment – Order validation – button [Open].

If the user is granted authorization, the "Modified qty" field is accessible allowing the user to order a

quantity higher than the quantity displayed in the Maximum inventory field.

If the right is denied, the "Modified qty" field is still accessible, but the user cannot order a quantity

higher than the quantity displayed in the Maximum inventory field.

Objective: Authorize or prohibit the generation of this type of document.

Access

Back Office: Inventory - Store replenishment - Replenishment and distribution – button [Processing -

Generation of purchase documents].

If the user is granted authorization, he can create purchase documents via the [Processing - Generation of

purchase documents] button.

If the right is denied, and the user tries to generate a purchase document, a message will inform the user that he

is not authorized to perform this operation.

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Even if a transfer has been validated, the user can always modify the initial quantity, if need be.

Authorize the increase of quantities in transfers

Even if a transfer has been validated, the user can always modify the transferred quantity; but sometimes it will be necessary to control these transfers by freezing this

quantity.

Authorize overrun of the maximum inventory in transfers

Entering a maximum inventory consists in specifying the quantity beyond which you do not want to increase the inventory of an item. The objective is to avoid inventory

surpluses and their associated costs. Therefore, it is sometimes necessary to block the transfer of items so as not to exceed the maximum inventory.

Authorize inventory overrun of the sender store

Creating transfers

Transfers can be created based on a replenishment proposal.

Enter replenishment orders for consigned items within exclusive management

Objective: Authorize or prohibit the modification of the quantity specified in the transfer documents.

Access

Front Office: Management – Store replenishment – Validation of transfers – button [Open].

If the user is granted authorization, the "Modified qty" field is accessible and the user can correct the transfer

quantity.

If the right is denied, the "Modified qty" field is not accessible and the user cannot modify the transfer

quantity.

Objective: Authorize or prohibit the modification of the quantity specified in the transfer documents.

Access

Front Office: Management – Store replenishment – Validation of transfers – button [Open].

If the user is granted authorization, the "Modified qty" field is accessible and the user can correct and increase

the transfer quantity.

If the right is denied and the user tries to increase the transfer quantity, a message displays, informing the user

that he is not authorized to increase the transfer quantities.

Objective: Authorize or prohibit any transfer beyond the quantity specified for the maximum inventory.

Prerequisites

The maximum inventory must have been calculated first in the Back Office: module Inventory, menu

Store replenishment, command Min. and max. inventory/Min. and max. inventory initialization. For

further information about the calculation of the minimum and maximum inventory, please refer to Min.

and Max. inventory.

Access

Front Office: Management – Store replenishment – Validation of transfers – button [Open].

If the user is granted authorization, the "Modified qty" field is accessible allowing the user to transfer a

quantity higher than the quantity displayed in the Maximum inventory field.

If the right is denied, the "Modified qty" field is still accessible, but the user cannot order a quantity

higher than the quantity displayed in the Maximum inventory field.

Objective: Authorize or not the user to enter a quantity superior to the theoretical quantity available in the inventory of

the sender stock when changing manually the quantities in a transfer proposal calculated by the replenishment module.

Prerequisites

Replenishment proposal with transfer proposal to stores.

Access

Inventory - Store replenishment - Replenishment and distribution - Proposal modification screen.

The user can modify the quantity of the proposal, and the new quantity can be higher than the theoretical

inventory of the sender store.

The change in quantity is still possible, but only up to the amount available in the sender store.

Otherwise, a blocking message will prevent validation.

Objective: Authorize or prohibit the generation of this type of transfers.

Prerequisites

To use the Replenishment module, it must have been configured appropriately.

Access

Back Office: Inventory - Store replenishment - Replenishment and distribution – button

[Processing - Generation of transfers].

If the user is granted authorization, he can create transfers via the [Processing - Generation of transfers]

button.

If the right is denied, and the user tries to generate a transfer, a message will inform the user that he is not

authorized to perform this operation.

Objective: Objective: Authorize the entry of replenishment orders for consigned items, for a store handling these

items in exclusive mode

Prerequisites

Consigned items within exclusive management (refer to Consigned Item Management.)

Access

Front Office: Sales receipts - Management - Orders - Enter replenishment orders

The user can enter replenishment orders for consigned items.

A message simply specifies that the document created will be of type consigned.

If this access right is not granted, replenishment orders will not managed consigned items (default

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Menu (26) - Concepts - Commercial management

Currencies, Business operations, Data collections, Call-back lists,

Delivered/Picked up, Dataspread, and Cashbox

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

Currencies

The concepts described below are linked to the management of currencies. For further information about this functionality and its settings, please refer to Currency

management.

Modifying currency exchange rates

Currency management requires defining the currencies that will be used for financial and business transactions performed in your store.

Access currency rates of all stock exchanges

Currencies are linked to stock exchanges that can be viewed.

Access currency exchange rates for cash inflows

Access management currency exchange rates

behavior). in this case, only non-consigned items will be integrated with the document.

The user cannot enter the replenishment orders with consigned items. Entering a consigned item code

triggers the display of a message prohibiting the entry of the item.

Objective: Authorize or prohibit the modification of the rate of the currencies handled in your store.

Access

Back Office: Settings - Management - Currencies - Currency rate.

Front Office: Settings - Registers - Currency rate.

If the user is granted authorization, the [New] button is available and allows the user to modify existent

exchange rates or to create new ones.

If the right is denied, no rate can be created or modified.

Objective: Authorize or not the user to view all stock exchanges not only the one linked to his store.

Prerequisites

The currency and the stock exchange are defined in the Store record in tab Contact information.

Access

Back Office: Settings - Management - Currencies - Currency rate.

Front Office: Settings - Registers - Currency rate.

If the user is granted authorization, the user can view all currencies of all stock exchanges, even those

that are not linked to his store.

If the right is denied, the user will see only the currencies and stock exchanges linked to his store.

Objective: Authorize or prohibit the access to exchange rates for cash inflows (rate type for payments as defined in the

company settings.)

Prerequisites

The rate type for payments is defined in the company settings via Accounting/Folder settings.

Access

Settings - Management - Currencies/Currency rate

If the user is granted authorization, he can view and enter rates for the rate type for payments defined in

the company settings. Buttons for the creation and the deletion of new rates are available.

The test button for the rates displays a screen where all rate types are present.

If the right is denied, the user can neither view, nor enter these rates. Buttons for the creation and the

deletion of new rates are hidden. The test button is hidden too.

Objective: Authorize or prohibit the access to exchange rates for management currencies (default ate type defined in

the company settings.)

Prerequisites

The default rate type is defined in the company settings via Accounting/Folder settings.

Access

Settings - Management - Currencies/Currency rate

If the user is granted authorization, he can view and enter rates for the default rate type defined in the

company settings. Buttons for the creation and the deletion of new rates are available.

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Management of business operations and data collections

The concepts described below are linked to the management of business operations and data collections.

For further information about this functionality and its settings, please refer to Business Operations and Data Collections.

Deletion of a business operation or data collection

The management of business operations is a module based on same principle as the management of mailings, except that it takes into account more events. Once created,

business operations and data collections may be deleted, if need be.

Search for customer while controlling invitations

Invitations allow you to invite customers to a special event (store opening, private sales, etc.). When the customers come to the store, their invitations are controlled based on

the options defined; these invitations can also be controlled via the customer search feature.

Management of call-back lists

Store managers may want to implement a customized customer management system with regular phone calls based on predefined criteria. Call-back lists enable you to group

customers according to certain criteria, in order to carry out and track these phone calls. The management of call-back lists must have been enabled in the Company settings

via Commercial management/CRM.

For further information about this functionality and its settings, please refer to Call-back Lists.

Automatically complete the stores of a call-back list

The setup of the call-back lists requires the configuration of the stores concerned. When a call-back list is assigned to a customer, and if the store of the customer does not

belong to the list of stores defined in the call-back list, a message displays allowing the user to complete the call-back list with the customer's store.

Set up call-back lists

Call-back lists are generally created by store managers as they do know their customers. However, call-back lists can also be managed by the Headquarters.

The test button for the rates displays a screen where all rate types are present.

If the right is denied, the user can neither view, nor enter rates for the default rate type defined in the

company settings (according to rights granted, he may view or enter rate types for payments.) Buttons for

the creation and the deletion of new rates are hidden.

The test button for the rates displays a screen where the new rates for management are hidden (only rate

types for payments are visible.)

Objective: Authorize or prohibit the deletion of a business operation or a data collection.

Prerequisites

The Management of business operations and data collections module must have been enabled in the

company settings via Commercial management/CRM.

This module is optional and must have been serialized first.

Access

Business operations and data collections can be deleted in the Back Office via Basic data - Customers -

Business operations or Collecting data, button [Delete].

Business operations can also be deleted in the Back Office via Basic data - Customers - Business

operations/Deletion of business operations.

If the user is granted authorization, he can delete the business operations and the data collections of his

choice.

If the right is denied, the "Deletion of business operations" option and the [Delete] button - available in

the Business operations and Data collections records - are both made inaccessible.

Objective: Authorize or prohibit the use of the customer search feature to control the invitations.

Access

Invitations can be controlled in the Front Office with the [Search for customer] button available in:

- Customers module, Customer management menu, Control of invitations command

- Sales Receipts module, Sales menu, Enter transaction command, button [Other actions - Business operations

- Control of invitations].

If the user is granted authorization, the user can use the [Search for customer] button to control invitations. He

is not obliged to scan the invitations.

If the right is denied the [Search for customer] button is hidden so that the user must control the invitations in

another way.

Objective: Authorize or not the user to complete the call-back list by adding new stores to the list.

Access

Call-back lists can be generated from the customer record, the customer dashboard, and from the entry of a

sales receipt.

If the user is granted authorization and if he adds a customer whose store is not referenced in the call-back list,

a message prompts the user to add this store to the stores defined in the call-back list.

If this right is denied, no option is proposed to complete the call-back list. Therefore, no new stores can be

added to the call-back list.

Objective: Authorize or not the user to manage his own call-back lists.

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Authorize tasks to be allocated to another person

Call-back lists are associated with a salesperson that can be modified or not.

Delivered/picked up

See Management of sales to deliver/pick-up.

Authorize the return of goods to the store

Ignore missing delivery of goods for a return

DataSpread

Modify import/export profiles

The Dataspread module allows an organization to use a so-called model database with customized settings. This model database can then be distributed in all the countries of

the organization so that all countries will use the same settings. Therefore, if a new module is implemented, you just have to export the new settings to all the databases.

Access

Call-back lists can be managed in:

- Front Office: Customers - Call-back lists - Settings/Use

- Back Office: Basic data - Customers - Call-back lists

If the user is granted authorization, he can create, use and update call-back lists.

If the right is denied, he can only view these lists.

Objective: Authorize or prohibit the modification of the salesperson assign to the call-back list.

Access

Tasks will be assigned in the "Characteristics in of the call-back list" record:

- Front Office: Customers - Call-back lists - Use

- Back Office: Basic data - Customers - Call-back lists - Use

If the user is granted authorization, he can modify the salesperson specified in the header of the record and in

the "Entry of a new action" section.

If the right is denied, the "Salesperson" fields cannot be modified, and the user cannot assign a task to another

salesperson.

Objective: Authorize the cashier to enter on the register a return of goods for the store, in the case the goods had been

picked up in the warehouse or delivered to the customer.

Prerequisites

- Support the Delivered/picked up feature in the store.

- Having entered a sale “to deliver” or “to pick up”; the customer must have been delivered or he must

have picked up the goods.

Access

Front Office: Sales receipts - Sales - Enter transaction - [Return line] button

The cashier can enter a return relating to goods from a Delivered/Picked up sales receipt. The multiple

selection criteria screen for return lines will display the receipts linked to goods delivered to the customer

or picked up in a warehouse.

The cashier cannot enter a return relating to goods from a Delivered/Picked up sales receipt. The

multiple selection criteria screen for return lines will not display the receipts linked to goods delivered to

the customer or picked up in a warehouse; only standard receipts will be visible.

In this case, the return must be done in the warehouse via the Follow-up of return notices:

- Front Office: Customers - Delivered/Picked up - Follow -up of return notices

- Back Office: Sales - Delivered/Picked up - Follow -up of return notices

Objective: Authorize the registration of a customer return if the merchandise has not been picked up or delivered to

the customer, in the case of good to deliver or pick up.

Prerequisites

- Support the Delivered/picked up feature in the store.

- Having entered a sale “to deliver” or “to pick up”; however the delivery or the pickup has been done

yet.

Access

Front Office: Sales receipts - Sales - Enter transaction - [Return line] button

The cashier can enter return lines in the Front Office, eve, if delivery has not been carried out. A message

prompts the user to confirm before proceeding with the return registration.

If the right is denied, the user cannot validate the return line in the Front Office if the goods have not

been delivered. A message the blocks the validation, and an elevation of privilege is required to

potentially continue entering returns with an administrator user account having higher privileges.

Objective: Authorize or not the user to create, modify or duplicate import/export profiles.

Access

Import/export profiles can be accessed in the Back Office: Administration - Company - Multi-environment

settings - Import/Export profiles.

If the user is granted authorization, he can create, modify or duplicate import/export profiles.

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Cashbox

Reassign a cashbox to a salesperson different from the original one

Menu (26) - Concepts - Commercial Management/Store Staff

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

This module handles any issue linked to the management of resources in the store, such the implementation of schedules or the control of the staff attendance The Store staff

module must have been acquired, serialized, and then enabled in the Company settings.

Access to sales representatives' contracts

The contracts of the sales representatives can be viewed from the Activity reporting or Enter schedule features.

Authorize the modification of schedules

The store staff module is used to schedule the resources of the store especially via the Schedule feature.

Apply forecasted hours on realized hours

Upon activity reporting, in order to ease the entry of hours, the user can apply forecasted hours on realized hours.

If the right is denied, the user can only viewed the import/export profiles.

Objective: In floating cashier mode (use of cashboxes) this option enables a cashbox to be reassigned to another

cashier. If this right is enabled, the cashier can close or interrupt a sales day, recover or open a sales day with the

cashbox of another person.

Prerequisites

You must have enabled the management of cashboxes and created cashboxes:

- For the folder (in the company settings)

- For the subsidiary if subsidiary management is supported (Back Office: Basic data - Stores -

Subsidiaries)

- For the store (Back Office: Basic data - Stores - Stores)

Access

Front Office: Sales receipts - Daily operations - Opening

Front Office: Sales receipts - Daily operations - Interruption

Front Office: Sales receipts - Daily operations - Recovery

Front Office: Sales receipts - Daily operations - Closing

The user is authorized to work with a cashbox that is not assigned to him. He can open or close a sales

day, interrupt or recover the use of a cashbox that is not assigned to him. These actions are then

performed without warning message, and the latest user of the cashbox is displayed on the screen.

If the right is denied, the user can work only with his own cashbox. When the user tries to open or close a

sales day, interrupt or recover the use of a cashbox with a cashbox that was not assigned to him, the

software will issue a message prohibiting to keep up with the current action.

Objective: Authorize or not the user to view this information.

Access

From the Enter schedule or Activity reporting features, click on the [Add employee] button to display the list

of salespeople. Select one of them and click on the [Show record] button; the employee's record opens and the

Contract tab displays the employee's contract characteristics.

If the user is granted authorization, he has access to the entire record and has free access to the Contract tab.

If the right is denied, the used can access the employee's record but the Contract tab has been made

inaccessible

Objective: Authorize or prohibit the creation of schedules for the staff members of one or more stores.

Access

Schedules are entered in the Back Office via module Store staff, menu Enter, command Schedule.

If the user is granted authorization, he can make changes on the schedules.

If the right is denied, the right-click on the schedule is not enabled; the user can neither modify nor create

timeslots.

Objective: Authorize or prohibit the use of assistance.

Access

In the Activity reporting feature, click on the [Apply automatically forecasted hours on realized hours]

button to recover the forecasted hours.

If the user is authorized, the [Apply automatically forecasted hours on realized hours] button is available to

pass the forecasted hours on realized hours

If the right is denied, the button is made inaccessible, forcing the user to enter the realized hours.

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Viewing the objective on the schedule

The user can configure the type of information to display on the schedule, such as store goals, comments, sales figures or attendance.

Viewing the sales figures on the schedule

The user can configure the type of information to display on the schedule, such as store goals, comments, sales figures or attendance.

Authorize modification of ranges after export

If need be, the schedules entered in Yourcegid Retail Y2 can be exported.

Print schedule

For practical reasons, the schedule can be printed.

Export schedule to Excel

For practical reasons, the schedule can be exported to Excel.

Modify time

In the store, the clock-in/clock-out management is used to handle the activity times of the salespeople. The manager of the store may sometimes force this control, for

Objective: Authorize or prohibit the display of the objective if the latter has been configured to be displayed on the

schedule.

Prerequisites

The store goals (objectives) must have been enabled in the Company settings via Commercial

management - Default settings.

Access

Objectives are set up in the Front Office: module Sales Receipts, menu Sales, command Store goals.

The setup for viewing objectives on the schedule in done in the Back Office: module Store staff, menu

Setting, command Templates (tab Analytical information of the schedule record).

The objective is viewed on the schedule in the Back Office via module Store staff, menu Enter,

command Schedule.

If authorization is granted, store goals will be displayed on the schedule.

If this right is denied, this information is not displayed.

Objective: Authorize or prohibit the display of the sales figures, if the latter have been configured to be displayed on

the schedule.

Access

The setup for viewing the sales figures on the schedule in done in the Back Office: module Store staff, menu

Setting, command Templates (tab Analytical information of the schedule record).

The sales figures are viewed on the schedule in the Back Office via module Store staff, menu Enter, command

Schedule.

If authorization is granted, the sales figures are displayed on the schedule.

If this right is denied, this information is not displayed.

Objective: Authorize or prohibit the modification of schedules after their export.

Access

Schedules are entered and/or modified in the Back Office via module Store staff, menu Enter, command

Schedule (right-click on the range).

Schedules are exported from the Back Office: module Data exchanges, menu Data export, command Export

schedules.

If the user is granted authorization, and once schedules have been exported, the user can modify them by right-

clicking on the range to modify.

If the right is denied, the right-click to modify the range is not operating.

Objective: Authorize or prohibit the printing of the schedule.

Access

Schedules are printed from the Back Office: module Store staff, menu Enter, command Schedule - button

[Print].

If the user is granted authorization, the user can use this button to print the schedule.

If the right is denied, and the user tries to print the schedule, a message will inform the user that he is not

authorized to perform this operation.

Objective: Authorize or prohibit the export of the schedule.

Access

Schedules are exported from the Back Office: module Store staff, menu Enter, command Schedule -

button [Excel].

If the user is granted authorization, the user can use the [Excel] button to export the schedule.

If the right is denied, and the user tries to export the schedule, a message will inform the user that he is not

authorized to perform this operation.

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example, if one of the staff members has forgotten to clock in or to clock out.

Initialization of passwords

Authorize the modification of schedules after approval

If need be, schedules may be subject to approval via the delivery of a visa.

Menu (107) - Sales receipts - Access rights - Enter transaction

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

The access rights listed hereafter are referring to features available from the Sales transaction entry screen in the Front Office.

Enter transaction

Discount greater than threshold no. 1/no. 2 /no. 3

Override the maximum/minimum of the mark-down reason

Objective: Authorize or not the user to force clock-in/clock-out operations.

Prerequisites

First of all the Clock-in/clock-out management must be enabled in the Company settings - HR

Optimisation, as well as in the Store record in the Store staff tab.

For further information about this functionality and its settings, please refer Timeclock for Salespeople.

Access

A clock-in/clock-out operation can be forced in the Front Office: module Sales receipts, menu

Timeclock, command Modify time.

If the user is granted authorization, he can use this function without restrictions.

If the right is denied, and the user tries to force a clock-in/clock-out operation, a message will inform the

user that he is not authorized to perform this operation.

Objective: Authorize or prohibit the creation of a password in the Employee record.

Attention! We are talking about the creation of a password and not about its change.

Prerequisites

The sales representative must not have had a password before.

Access

Employee record - button [Complementary data - Initialize password]. This gives access to the

Initialize password window.

If the user is granted authorization, the button described above enables the initialization of the

employee's password.

If the right is denied the "Initialize password" is not accessible and the password cannot be created.

Objective: Authorize or prohibit the modification of schedules after their approval via the visa.

Access

Visas are granted in the Back Office via module Store staff, menu Enter, command Visas.

Schedules are modified in the Back Office via module Store staff, menu Enter, command Schedule (right-click

on the range).

If the user is granted authorization, he can modify schedules via a right-click on the appropriate range, even if

a visa has been granted.

If the right is denied, the right-click on the range is inoperative and consequently the schedule cannot be

modified.

Objective: Authorize or prohibit discounts to be applied if they exceed the authorized threshold.

Prerequisites

Define the discount thresholds in the Back Office or in the Front Office.

- Back Office: Settings - Front Office - Register - tab Discount of the Register record.

- Front Office: Settings - Registers - Register - tab Discount of the Register record.

If the user is granted authorization, he can apply a discount greater than threshold defined.

If this right is denied and if the user tries to apply a discount exceeding the threshold defined, the process

will be subject to the entry of a password by an authorized user.

Objective: Authorize or prohibit discounts to be applied on marked down items with the possibility to override the

minimum/maximum defined discount.

Prerequisites

Define the mark-down reasons in the Back Office or in the Front Office.

Back Office: Settings - Front Office - Mark-down reasons

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Increase price

Upon Sales transaction entry, the user must sometimes increase the price of an item, for example if prices have been saved incorrectly and the concerned items have lower

prices on the register.

Enter a discount manually

Discount a line that already benefits from a price list discount

Change customer category

The customer category facilitates the entry on the cash register of a price list per customer category (i.e. staff, corporate committee, etc.).

Enter a return of receipt

Frequently, stores have to handle item returns from their customers.

Front Office: Settings - Registers - Mark-down reasons

For each mark-down reason, define in tab Characteristics - section Additions, a minimum and maximum

discount percentage.

If the user is granted authorization, he can apply a discount greater than the thresholds defined.

If this right is denied and if the user tries to apply a discount exceeding the threshold defined, the process

will be subject to the entry of a password by an authorized user.

Objective: Authorize or prohibit the increase in prices for an item or a receipt.

Prerequisites

- Back Office: Settings - Front Office - Register - tab Discount of the Register record.

- Front Office: Settings - Registers - Registers - tab Discount of the Register record.

If authorization is granted, the price increase can be applied at line level or receipt level.

Attention! If you do not want the price increase be shown on the receipt, do not forget to configure the

receipt template appropriately.

If the right is denied, and the user attempts to increase a price, either via the buttons of the task bar, of

the touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a

password.

Objective: Authorize or prohibit manual discounts to be applied.

Prerequisites

Grant authorization to enter discounts by enabling the "Enter discounts" checkbox option in the Back

Office or in the Front Office.

- Back Office: Settings - Front Office - Register - tab Discount of the Register record.

- Front Office: Settings - Registers - Registers - tab Discount of the Register record.

If the user is granted authorization, he may apply any discount at line or receipt level, in amount or

percentage.

If the right is denied, and the user attempts to grant a discount, either via the buttons of the task bar, of

the touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a

password.

Objective: Authorize or not the user to apply a discount on an item that already benefits from a price list discount.

Prerequisites

Associate a promotional price list with one or more items. Therefore, an application period must have

been created, as well as a tax inclusive price list; the latter must have been associated with an item.

If the user is granted authorization, he may apply any additional discount for the item that already

benefits from a discounted price list.

If this right is denied, no additional discount can be granted. The fields linked to discount will not be

accessible. However, pay attention to the access right used to force a price which will override this

restriction.

Objective: Authorize or prohibit the modification of the customer's category to assign to him a specific price list.

Prerequisites

The Price lists and promotions module must have been acquired and enabled. For further information

about the management of price lists, please refer to Retail selling price lists.

Access

The category of a customer can be modified via the [Complementary data - Price lists] button in the task

bar. The register settings also enable the configuration of a keyboard shortcut or button on the touchpad.

If the user is granted authorization, he can modify the category of a customer.

If the right is denied, and the user attempts to modify a customer's category, either via the buttons of the

task bar, of the touchpad, or via the keyboard, the action can be carried out only if an authorized user

enters a password. The [Complementary data - Price lists] button will be hidden. Please notice that the

"Show customer" access right overrides this restriction.

Objective: Authorize or not the user to perform returns on receipts without any specific control on the origin of the

sale. If you rather want to act on the access rights linked receipt returns with a control of the origin of the sale, please

refer to the "Enter a return line" access right.

If no specific setup is carried out, receipt returns are possible for the current day, and a credit note is

systematically issued for a return and handed over to the customer. However, settings for the returns can

be defined and refined in the Back Office and in the Front Office:

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Duplicate a receipt

In some cases it may be necessary to duplicate a receipt (no paper when the receipt was printed, for example.)

Enter a return line

Frequently, stores have to handle item returns from their customers.

Enter a return line without control

Override control for merchandise returns

Enter return of service

Delete a line

Prerequisites

- Back Office: Settings - Front Office - Register - tab Management of the Register record.

- Front Office: Settings - Registers - Registers - tab Management of the Register record.

These settings include the ability to control the returns and define the acceptance period of the returns.

Access

The return can be performed via the [Actions on lines - Return of receipts] button of the task bar.

If the user is granted authorization, he can make returns.

If the right is denied, and the user attempts to return a receipt, either via the buttons of the task bar, of the

touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a password.

Objective: Authorize or prohibit the duplication of the receipt.

Access

By default, the "Duplication of a receipt" feature is available via the [Actions on lines] button in the task bar.

The register settings also enable the configuration of a keyboard shortcut or button on the touchpad.

Any duplication of a receipt from the current day is authorized.

If the right is denied, and the user attempts to duplicate a receipt, either via the buttons of the task bar, of the

touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a password.

Objective: Authorize or not the user to perform returns of receipts with controlling the original sale.

Prerequisites

For further information about the settings to define, please refer to Management of returns.

Access

The return can be performed via the [Actions on lines - Return line] button of the task bar. The register

settings also enable the configuration of a keyboard shortcut or button on the touchpad.

If the user is granted authorization, he can enter a return line.

If the right is denied, and the user attempts to return a service, either via the buttons of the task bar, of the

touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a password.

Objective: Authorize or not the user to perform returns of receipts without controlling the original sale.

Prerequisites

For further information about the settings to define, please refer to Management of returns.

Access

On the Sales transaction entry screen, once the item entered, the use of the [Actions on lines - Return line

without control] allows you to enter directly a negative line without further action.

If the user is granted authorization, he can directly enter a negative line.

If the right is denied, and the user attempts to return a service, either via the buttons of the task bar, of the

touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a password.

Objective: Authorize or not the user to override the mandatory control of the original sale for a return.

Prerequisites

For further information about the settings to define, please refer to Management of returns.

Access

The return can be performed via the [Actions on lines - Return line] button of the task bar. For a return

with the control of the original sale, if none of the proposed lines corresponds to the item returned, the

mandatory control of the original sale can be bypassed.

If the user is granted authorization and he performs a return, the use of the [Close] button in the "List of

items sold" window opens a new window where information about the original sale can be entered

manually.

If the right is denied and the user performs a return, the [Close] button does not open the window for the

manual entry of the return information.

Objective: Authorize or prohibit the return of an item of type service

Prerequisites

The "Enter a return line" access right must be granted to authorize the return of a service.

The return of a service is authorized if the relevant right is granted and the prerequisite is met.

If the right is denied, and the user attempts to return a service, either via the buttons of the task bar, of the

touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a password.

Objective: Authorize or prohibit the deletion of a line in the current receipt.

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Delete the last line

Abort document

Sometimes a customer changes his mind during the Sales transaction and no longer wishes to continue the purchases, for example if the customer realizes that he has no

payment method.

Put/Recover receipt on hold

This functionality puts a receipt on hold to proceed with other Sales transactions and recover the pending receipt later to finalize the sale.

Change time on receipt

It may be sometimes necessary to change the time on the receipt; for example, if the headquarters enter the sales performed by corners in big department stores.

Change quantity

Manual entry of the weight

Authorize or not the user to enter /modify a weighted quantity in the case:

- The scale is out of order

Access

By default, the "Delete a line" feature is available via the [Actions on lines] button in the task bar. The register

settings also enable the configuration of a keyboard shortcut or button on the touchpad.

Any deletion of a line in the current receipt is authorized.

If the right is denied, and the user attempts to delete a line, either via the buttons of the task bar, of the

touchpad, or via he keyboard, the action can be carried out only if an authorized user enters a password.

Objective: Authorize or prohibit the deletion of the last line of the current receipt, in order to avoid any fraud such as

deleting all the lines of the receipt after it has been paid.

Prerequisites

The "Delete a line" access right must be granted to authorize this one.

If authorization is granted, the last line of the receipt can be deleted as any line in the receipt.

If the right is denied, and the user attempts to delete the last line, either via the buttons of the task bar, of

the touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a

password.

Objective: Authorize or not the user to abort the sale in progress.

Access

By default the current receipt can be aborted via the [Escape] key.

Any transaction in progress can be aborted at any time.

If the right is denied, and the user attempts to abort the current receipt, either via the buttons of the task bar, of

the touchpad, or via the keyboard, the action can be carried out only if an authorized user enters a password.

Objective: Authorize or not a user to put a receipt on hold.

Prerequisites

To be able to handle receipts on hold, checkmark the "Receipt on hold" option:

- Back Office: Settings - Front Office - Register - tab Preferences of the Register record.

- Front Office: Settings - Registers - Registers - tab Preferences of the Register record.

Access

A receipt is put on hold via the [Other actions - Put a receipt on hold] button of the task bar. A receipt on

hold is recovered via the [Recover a receipt on hold] button available in the task bar.

Any receipt can be put on hold and/or recovered if the appropriate setting to handle pending receipts has

been enabled in the register settings.

If the right is denied, and the user attempts to put a receipt on hold or recover it, either via the buttons of

the task bar, of the touchpad, or via the keyboard, the action can be carried out only if an authorized user

enters a password. Please notice: If this right is denied, the user is not authorized to abort a sale in

progress. In this case too, he must refer to an authorized user.

Objective: Authorize or prohibit the modification of time in the current receipt.

Access

By default, the "Change time on receipt" feature is available via the [Additional actions] button in the task bar.

The register settings also enable the configuration of a keyboard shortcut or button on the touchpad.

If authorization is granted, the time on the current receipt can be changed.

If the right is denied, no time modification is possible, via the buttons of the task bar, of the touchpad, nor via

the keyboard. The action can be carried out only if an authorized user enters a password.

Objective: Authorize or prohibit the modification of the purchase quantity of an item.

Access

By default, the user can modify the quantity of a line if he positions the cursor on the "Qty" field on the

transaction entry screen.

If authorization is granted, any modification of the quantity is possible.

If the right is denied, no modification of the quantity is possible,via the buttons of the task bar, of the touchpad,

or via the keyboard. In this case, the user has to scan the item as many times as it is bought.

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- The weighing of an item with a variable weight is being abandoned

Only manual weighing is covered by this procedure. Weighing performed by the scale cannot be changed (in this case, delete the sale line and perform a new weighing.)

Change markdown code

Change cashier

Change salesperson

Show salesperson

Search for an item

Show item

Show price list

Objective: Authorize or prohibit the modification of the selected mark-down code.

Prerequisites

Tick the "Enter mark-down" option in the Back Office or in the Front Office.

- Back Office: Settings - Front Office - Register - tab Discount of the Register record.

- Front Office: Settings - Registers - Registers - tab Discount of the Register record.

If authorization is granted, the selected mark-down code can be modified for the current sales receipt.

If the right is denied, no modification of the selected mark-down code is possible, via the buttons of the

task bar, of the touchpad, or via the keyboard. The "Mark-down" field becomes inaccessible.

Objective: Authorize or prohibit the modification of the selected cashier.

Prerequisites

Enable the cashier management in:

- Company settings: Commercial Management - Front Office: tick the "Cashier management" checkbox.

- Store record - tab Third-party: Tick he "Cashier management" checkbox.

- Employee record - tab Identity: Tick the "Cashier" checkbox.

If authorization is granted, the selected cashier can be changed for the current receipt.

If the right is denied, no change of the cashier is possible, via the buttons of the task bar, of the touchpad,

or via the keyboard. The action can be carried out only if an authorized user enters a password. Please

notice that this limitation can be overridden if the receipt is aborted.

Objective: Authorize or prohibit the modification of the salesperson at receipt level and/or line level.

Access

By default, it is possible to change the salesperson via the [...] button in the Sales representative field.

If authorization is granted, the selected salesperson can be changed, either at line or receipt level.

If the right is denied, no change of the salesperson is possible, via the buttons of the task bar, of the touchpad,

or via the keyboard. The action can be carried out only if an authorized user enters a password.

Objective: Authorize or prohibit the viewing of a salesperson's record.

Access

By default, the "Show salesperson" feature is available via the [...] button of the Salesperson field and clicking

on the [Zoom] button.

If authorization is granted, the salesperson's record can be viewed.

If the right is denied, the record cannot be viewed, via the buttons of the task bar, of the touchpad, or via the

keyboard. The action can be carried out only if an authorized user enters a password.

Objective: Authorize or prohibit the search for an item by means other than scanning.

Access

By default, this feature is available via the [...] button of the Sales transaction entry screen.

If authorization is granted, the search for an item feature is enabled.

If the right is denied, only scanning the item is authorized. No other item search is possible, except searching

the item by picture, if this feature is authorized. The search can be performed only if an authorized user enters

a password.

Objective: Authorize or prohibit the viewing of the item record.

Access

By default, the "Show item" feature is available via the [Zoom menu] button in the task bar.

If authorization is granted, the viewing of the item record is enabled.

If the right is denied, viewing the record is not possible, via the buttons of the task bar, of the touchpad, or via

the keyboard. The action can be carried out only if an authorized user enters a password.

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Show inventory for item

Inventory query

Show currency

Header/Footer comment

For every document type, the user can set up a header or footer comment that will be inserted into the current document on the user's request.

Additional header / line information

Modify taxes

Objective: Authorize or prohibit the viewing of the item price list

Access

By default, this feature is available via the [Zoom menu] button in the task bar.

If authorization is granted, the viewing of the item price list is enabled.

If the right is denied, viewing the price list is not possible, using the buttons of the task bar, of the touchpad, or

using the keyboard. The action can be carried out only if an authorized user enters a password.

Objective: Authorize or not the user to view the inventory of an item.

Access

By default, this feature is available from the [Zoom menu] button in the task bar, and [Other actions / Item

flash (inventory)] in the task bar.

If authorization is granted, the viewing of the item inventory is enabled.

If the right is denied, the user cannot view the item inventory, using the buttons of the task bar, of the

touchpad, or the keyboard. The action can be carried out only if an authorized user enters a password.

Objective: Authorize or prohibit the viewing of the inventory of items.

Access

By default, the "Inventory query" feature is available via the [Other actions] button in the task bar.

If authorization is granted, the inventory can be viewed.

If the right is denied, the user cannot view the inventory, either via the buttons of the task bar, of the touchpad,

or via the keyboard. The action can be carried out only if an authorized user enters a password.

Objective: Authorize or prohibit the display of the currency properties of the payment method.

Access

This feature is available from the [Zoom menu/Show currency] button available on the payment entry screen.

If authorization is granted, the user can view the currency of the payment method using the [Zoom menu/Show

currency] button.

If the right is denied the Show currency option is grayed out.

Objective: Authorize or prohibit the insertion of this comment into the current receipt.

Prerequisites

To be able to use this feature, the user must set up the comments first in the Back Office or Front Office,

and then reconnect:

- Settings – Documents – Comments – Header/Footer: Enter the comment that will be inserted into the

header or footer of the receipt.

- Settings – Documents –Types – FFO type:

- Tab General: select "Notes at beginning and end of document" for the "Start and end texts"

selection field.

- Tab Layout: the Comments section allows the user to select the comment entered at the first

step.

Access

By default, this feature is available via the [Actions on lines - Comments] button in the task bar. The

If the user is granted authorization, he can insert a comment onto the current receipt.

If the right is denied, no comment can be inserted, via the buttons of the task bar, of the touchpad, or via

the keyboard. The action can be carried out only if an authorized user enters a password.

Objective: Authorize or prohibit the viewing and modification of additional information for the header and/or the line.

Access

By default, the "Additional line/header information" feature is available via the [Additional actions] in the task

bar.

If the user is granted authorization, he can view and modify additional information on header or line of the

current receipt.

If the right is denied, this additional information cannot be viewed or modified, via the buttons of the task bar,

of the touchpad, or via the keyboard. The action can be carried out only if an authorized user enters a

password.

Objective: Authorize or prohibit the modification of taxes for the line or the current receipt.

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Implement an export sale/Implement a net export sale

An export sale is a document for which the various lines are exempt of taxes. For more information on this feature, please refer to Export sales.

Process as a bill

For further information, please refer to Fiscal references.

Change warehouse for line

Reprint last receipt

Choose printing template

Open register drawer

Reprint vouchers from last receipt

Override the non deletion of receipts paid in cash

Access

By default, it is possible to modify taxes via the [Actions on taxation / options Document taxation or Taxation

for line] button.

If the user is granted authorization, he can use this button to modify the taxes on the document and/or the line.

If the right is denied, no changes on taxes can be made, via the buttons of the task bar, of the touchpad, or via

the keyboard. The action can be carried out only if an authorized user enters a password.

Objective: Authorize or not the user to switch the current receipt to an export receipt.

Access

By default, the “Export sale” and “Net export sale” features are available using the [Actions on taxation]

button in the Front Office, and the [Additional actions/taxes] in the Back Office.

If the user is granted authorization, the user can use this button to perform an export sale.

If the right is denied, and the user tries to use this button, a message will inform the user that he is not

authorized to perform this operation. To proceed with this operation, a password from an authorized user must

be entered.

Objective: Authorize or prohibit the query or change of this warehouse by the user.

Access

By default, the "Warehouse for line" feature is available via the [Additional actions] button in the task bar.

If the user is granted authorization, he can view and or change the sales warehouse associated with the current

line.

If the right is denied, no access to the warehouse associated with the current line is possible, via the buttons of

the task bar, of the touchpad, or via the keyboard. The action can be carried out only if an authorized user

enters a password.

Objective: Authorize or not the user to reprint the last receipt recorded. This is useful if the printer is out of paper and

cannot print the current receipt.

Access

By default, the "Reprint last receipt" feature is available via the [Additional actions] button in the task bar.

If authorization is granted, the last receipt can be reprinted.

If the right is denied, the user cannot reprint the last receipt, via the buttons of the task bar, of the touchpad, or

via the keyboard. The action can be carried out only if an authorized user enters a password.

Objective: Authorize or prohibit the selection of a printing template for the current receipt.

Access

By default, this feature is available via the [Actions on customers] button in the task bar.

If the user is granted authorization, he can change the default printing template for the current receipt.

If the right is denied, no printing template can be changed, via the buttons of the task bar, of the touchpad, or

via the keyboard. The action can be carried out only if an authorized user enters a password.

Objective: Authorize or prohibit the opening of the cash register drawer without any transaction.

Access

This functionality must have been configured first in the register settings via the [Configure touch screen and

keyboard].

If authorization is granted, the user can open the drawer at any time. Please notice that an option in the register

settings enables the drawer openings to be tracked.

If the right is denied, the user cannot open the drawer, via the buttons of the task bar, of the touchpad, or via

the keyboard. The action can be carried out only if an authorized user enters a password.

Objective: Authorize or not the user to reprint the latest recorded voucher (gift certificate, credit note, loyalty

certificate.)

Access

By default, the "Reprint vouchers" feature is available via the [Other actions] button in the task bar.

If authorization is granted, the user can reprint the latest voucher recorded on the register.

If the right is denied, the user cannot reprint the voucher, via the buttons of the task bar, of the touchpad, or via

the keyboard. The action can be carried out only if an authorized user enters a password.

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Manual entry of boarding pass

For further information, please refer to Airport sales.

Force fiscal reference

It is possible to use the reference of the printed form (for example rather than the fiscal reference associated with the receipt. For further information about the management of

fiscal references, please refer to Fiscal references.

Modify counter of fiscal reference

For further information about the management of fiscal references, please refer to Fiscal references.

Override the entry of return information

For further information, please refer to Management of returns in the Front Office.

Force price

Assign a receipt to a customer

Menu (107) - Sales receipts - Access rights - Enter payments

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

The access rights listed hereafter are referring to features available for the entry of payments from the Sales receipt entry screen in the Front Office.

Objective: Authorize or not the user to override the prohibition to delete the receipts paid in cash.

Prerequisites

Authorize the cancellation of the receipts paid in cash by enabling the "Cancel cash receipts" checkbox

in:

- Back Office: Settings - Front Office - Register - tab Management of the Register record.

- Front Office: Settings - Registers - Registers - tab Management of the Register record.

If the user is granted authorization, he can delete the receipts paid in cash, but only if the option has been

set appropriately.

If the right is denied, the user cannot override the prohibition to delete the receipts paid in cash, via the

buttons of the task bar, of the touchpad, or via the keyboard. The action can be carried out only if an

authorized user enters a password.

Objective: Authorize or not the user to force a fiscal reference.

Access

By default, this feature is available via the [Actions on taxation/Fiscal references] button in the task bar.

If the user is granted authorization, he can force the fiscal reference of the current receipt. This operation is

logged to the event log

If the right is denied, the fiscal reference cannot be forced, via the buttons of the task bar, of the touchpad, or

via the keyboard. Even an authorized user will not be able to override this prohibition.

Objective: Authorize or not the user to open the counter associated with the fiscal reference to be able to change the

starting number.

Access

By default, this feature is available via the [Actions on taxation/Fiscal references] button in the task bar.

If authorization is granted, the counter for the fiscal reference of the current receipt can be changed.

If the right is denied, the fiscal reference counter cannot be changed, via the buttons of the task bar, of the

touchpad, or via the keyboard. Even an authorized user will not be able to override this prohibition.

Objective: Authorize or prohibit the modification of the price of an item without having this change appear on the

sales receipt.

Prerequisites

This feature must have been configured first in the register settings via the [Configure touch screen and

keyboard].

If authorization is granted, the user can force the price of an item.

If the right is denied, the price cannot be forced, via the buttons of the task bar, of the touchpad, or via

the keyboard. The action can be carried out only if an authorized user enters a password.

Objective: Authorize or prohibit the modification of the customer on a sales receipt if this customer is not a fictitious

third-party. Does not apply if a sales transaction is created.

Access

Front Office: Sales receipts - Sales - Assign customer

If the user is granted authorization, he can change the customer on a sales receipt if the customer is not

fictitious.

If the right is denied, the user cannot change the customer. Of the sales receipt.

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Enter payments

Global discount on receipt

Authorize reimbursements superior to threshold 1/threshold 2

An operation such as the return of an item sometimes triggers the reimbursement of the item to the customer. Yourcegid Retail Y2 enables you to set the limits of these

reimbursements with threshold 1 and threshold 2.

Close installment line

Launch special operation on EPT

This access right is used to grant access to some operations of the CPOS driver for the EFT feature. It is the CPOS driver that determines the critical actions for which access

may be restricted.

Refund a card different from that used for the sale

For further information, please refer to Management of returns in the Front Office.

Close an outstanding payment

Reimburse a customer with a negative balance

For further information, please refer to Calculating customer balances.

Authorize the search for certificate numbers at the register

This access right is enabled by default, and authorizes the search for gift certificate numbers at the cash register in order to use them. If disabled, it secures the use of these

certificates by requiring the entry of the certificate number without the possibility to use another certificate (refer to “Secure the use of gift certificates at the cash register”.)

Menu (107) - Sales receipts - Access rights - Register operations

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

The access rights listed hereafter are referring to "financial-type items available from the sales transaction entry screen in the Front Office. These are register operations and

not payment methods used to pay a sale.

Example:

When we talk about gift certificates, we are referring to the register operation that enables the issuance of a gift certificate and not to the payment used to pay a sale.

Objective: Authorize or prohibit global discounts be granted on a receipt.

Access

The [Global discount on receipt] button, on the sales transaction entry screen allows the user to grant an

overall discount for the receipt.

If authorization is granted, the user can grant is global discount.

If the right is denied, and the user tries to use this button, a message will inform the user that he is not

authorized to perform this operation. The action can be carried out only if an authorized user enters a

password.

Objective: Authorize or not the user to override the reimbursement thresholds.

Prerequisites

For each payment method selected, you must define the maximum amount reimbursable. This setting

must be enabled in the Back Office, via module Settings, menu Management, command Payment

methods - tab Front Office.

If authorization is granted, the user can ignore the maximum reimbursable defined.

If the right is denied, the user cannot reimburse the customer with an amount higher than the amount

specified in the settings of the payment method. The action can be carried out only if an authorized user

enters a password.

Objective: Authorize or prohibit the change in amount of the payment line on which the cursor is positioned to replace

it with the balance to pay of the sales receipt.

Access

Via the [Close on line] button, available on the Payment entry screen during a sales transaction.

Possibility to close the payment on the line selected via the [Close on line] button.

If the right is denied, the button is grayed out.

Objective: Authorize or not a user make a gift certificate unusable.

Access

Front Office: Sales receipts - Sales - Outstanding balances - button [Additional actions], option Close

payment.

If the user is granted authorization, he can use the Close payment option and make the gift certificate

unusable.

If the right is denied, the Close payment option is grayed out.

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Payment methods will be described the chapter Access rights - Payment methods.

Acquisition of gift certificate

Acquisition of loyalty gift certificate

Acquisition of gift card

Collecting deferred check

Collecting credit

Misc. input

Cash float

Objective: Authorize or prohibit the sale of an item of type "Gift certificate".

Prerequisites

Create a register operation of type "Gift certificate acquisition" in the Back Office: Settings -

Management - Register operations.

If authorization is granted, the sale of the gift certificate is possible.

If the right is denied, no gift certificate can be sold, neither via the buttons of the task bar, of the

touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a

password.

Objective: Authorize or prohibit the sale of an item of type "Loyalty gift certificate".

Prerequisites

Create a register operation of type "Acquisition of loyalty gift certificate" in the Back Office: Settings -

Management - Register operations.

If authorization is granted, the sale of the loyalty gift certificate is possible.

If the right is denied, no loyalty gift certificate can be sold, neither via the buttons of the task bar, of the

touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a

password.

Objective: Authorize or prohibit the sale of an item of type "Gift card".

Prerequisites

Create a register operation of type "Acquisition of gift card" in the Back Office: Settings - Management -

If authorization is granted, the sale of the gift card is possible.

If the right is denied, no gift card can be sold, neither via the buttons of the task bar, of the touchpad, nor

via the keyboard. The action can be carried out only if an authorized user enters a password.

Objective: Authorize or prohibit the collection of a deferred check, not linked to a sale.

Prerequisites

Create a register operation of type "Collecting deferred check" in the Back Office: Settings -

Management - Register operations.

If authorization is granted, a deferred check can be collected independently from any sale.

If the right is denied, the deferred check cannot be collected, neither via the buttons of the task bar, of the

touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a

password.

Objective: Authorize or prohibit the collection of a customer credit.

Prerequisites

Create a register operation of type "Collecting credit" in the Back Office: Settings - Management -

If authorization is granted, a customer credit can be collected.

If the right is denied, the customer credit cannot be collected, neither via the buttons of the task bar, of

the touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a

password.

Objective: Authorize or prohibit a register input.

Prerequisites

Create a register operation of type "Miscellaneous input" in the Back Office: Settings - Management -

If authorization is granted, a register input can be made.

If the right is denied, no register input is possible, neither via the buttons of the task bar, of the touchpad,

nor via the keyboard. The action can be carried out only if an authorized user enters a password.

Objective: Authorize or not the user to perform a register operation of type "Cash float".

Prerequisites

Create a register operation of type "Cash float" in the Back Office: Settings - Management - Register

operations.

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Withdrawal

Deposit reimbursement

Credit note reimbursement

Gift certificate reimbursement

Reimbursement of a gift card

Miscellaneous output

Deposit payment

If the user is granted authorization, he can perform a register operation of type "Cash float".

If the right is denied, no register operation of type "Cash float" is possible, neither via the buttons of the

task bar, of the touchpad, nor via the keyboard. The action can be carried out only if an authorized user

enters a password.

Objective: Authorize or prohibit register withdrawal in order to secure cash.

Prerequisites

Create a register operation of type "Withdrawal" in the Back Office: Settings - Management - Register

operations.

If authorization is granted, a register withdrawal can be made.

If the right is denied, no register withdrawal is possible, neither via the buttons of the task bar, of the

touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a

password.

Objective: Authorize or prohibit the reimbursement of already paid deposits.

Prerequisites

Create a register operation of type "Deposit reimbursement" in the Back Office: Settings - Management -

If authorization is granted, a reimbursement of deposits can be made.

If the right is denied, no deposit reimbursement can be made, neither via the buttons of the task bar, of

the touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a

password.

Objective: Authorize or prohibit the reimbursement of a credit note to a customer.

Prerequisites

Create a register operation of type "Credit note reimbursement" in the Back Office: Settings -

Management - Register operations.

If authorization is granted, a reimbursement of the credit note can be made.

If the right is denied, no credit note reimbursement can be made, neither via the buttons of the task bar,

of the touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a

password.

Objective: Authorize or prohibit the reimbursement of a gift certificate to a customer.

Prerequisites

Create a register operation of type "Gift certificate reimbursement" in the Back Office: Settings -

Management - Register operations.

If authorization is granted, a reimbursement of the gift certificate can be made.

If the right is denied, no gift certificate reimbursement can be made, neither via the buttons of the task

bar, of the touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters

a password.

Objective: Authorize or prohibit the reimbursement of a gift card to a customer.

Prerequisites

Create a register operation of type "Reimbursement of gift card" in the Back Office: Settings -

Management - Register operations.

If authorization is granted, a reimbursement of the gift card can be made.

If the right is denied, no gift card reimbursement can be made, neither via the buttons of the task bar, of

the touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a

password.

Objective: Authorize or prohibit a register output.

Prerequisites

Create a register operation of type "Miscellaneous output" in the Back Office: Settings - Management -

Access

Sales transaction entry screen in the Front Office: enter the financial item corresponding to the register

output.

If authorization is granted, a register output can be made.

If the right is denied, no register output is possible, neither via the buttons of the task bar, of the

touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a

password.

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Menu (107) - Sales receipts - Access Rights - Payment Methods

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

The access rights listed hereafter are referring to payment methods available for the payment of a sales transaction from the Sales transaction entry screen in the Front Office,

such as: Cash, Credit note, Check, Deferred check, Bank card, Already paid deposits, Balance due amount, Gift certificate, Gift card, Loyalty payment, Withdrawal, and Other

payment method.

Payment methods

Menu (107) - Sales receipts - Access rights - Daily Opening/Closing

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

The access rights listed hereafter are referring to features available in the various steps of daily opening and closing operations in the Front Office, module Sales receipts,

menu Daily operations.

Daily opening/closing

Change opening date

Open several days on the same date

Enter documents if the day does not match system date

Objective: Authorize or prohibit the entry of a deposit payment.

Prerequisites

Create a register operation of type "Deposit payment" in the Back Office: Settings - Management -

Access

Sales transaction entry screen in the Front Office: enter the financial item corresponding to the deposit

payment.

If authorization is granted, the deposit payment can be made.

If the right is denied, no deposit payment can be made, neither via the buttons of the task bar, of the

touchpad, nor via the keyboard. The action can be carried out only if an authorized user enters a

password.

Objective: Authorize or not the user to use one or more of these payment methods.

Prerequisites

These payment methods must have been created in the Back Office: Settings - Management - Payment

methods.

If authorization is granted, the payment method can then be used to pay a sale.

If the right is denied, the payment method cannot be used to pay a sale. The action can be carried out

only if an authorized user enters a password.

Objective: Authorize or prohibit the modification of the opening date of the register.

Access

By default, the opening date can be changed on the 1

opening screen of the register.

If the user is granted authorization, he can specify the opening date he wants.

If this right is denied and if the user tries to change the opening date, the process will be subject to the entry of

a password by an authorized user.

Objective: Authorize or prohibit the opening of a day at a date already opened.

Access

By default, the opening date of the register is specified on the 1

opening screen of the register.

If authorization is granted, the cashier van open the register on a date on which the register was already

opened.

If this right is denied and if the cashier tries to open the register on a date on which the register was already

opened, the process will be subject to the entry of a password by an authorized user.

Objective: Authorize or prohibit the entry of documents on a date different from the system date.

Access

From all features allowing the entry of documents, including sales receipt.

If the user is granted authorization, he can documents on the date of his choice, even if that date is different

from the system date.

If this right is denied and if the user tries to enter a document on a date different from the system date, the

process will be subject to the entry of a password by an authorized user.

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Open at a date later than the system date

Modify additional closing actions

Show detail of receipts in register control

Keep the amounts entered in the register control

Accept a discrepancy in register control

Show positive (gains) or negative (losses) register discrepancies

Objective: Open a sales day prior to the current date in order to make up an input delay, for example. Open the day aft

the following date or on any date after the current date

Prerequisites

Currently, if the appropriate access right “Change the opening date” is granted, a sales day can be opened

on an earlier day in order to process any input delays.

The access right “Open on a date later than the system date” grants the salesperson authorization to open

the day on the day after or on any date after the current date.

Access

Front Office: Sales receipts - Daily operations - Opening

When opening the day, if the date entered is after the current date, a message displays prompting the user

to confirm the opening on that date. If so, the process continues with that date and a trace is logged to the

event log. Otherwise, a new date must be entered.

When entering a date after the current date, a message alerts the user that this operation is not possible,

and prompts the user to carry an elevation of privilege so that a manager can perform this operation

instead. If so the system asks to authenticate with another account to proceed with the opening of the

sales day. Otherwise, a new date must be entered.

Objective: Authorize or prohibit, at daily closing, that the user changes the choice of additional actions to perform

such as printing the Z receipt, the cash float receipt, etc.

Access

The "Additional actions" screen is the very last screen displayed when the user closes the sales day.

If authorization is granted, the cashier performing the closure can select and checkmark additional actions he

wants to perform.

If the right is denied, the "Additional actions" screen is grayed out, and the cashier has to perform the actions

selected by default. Even an authorized user will not be able to override this restriction.

Objective: Authorize or prohibit the display of the day's receipts when controlling the register.

Access

By default, during a register control, the [Show receipt] button enables the user to view each of the receipts

entered this day.

If authorization is granted, the cashier performing the closure can view each of the receipts by clicking on

[Show receipt] button.

If the right is denied, the [Show receipt] button is grayed out, and the cashier cannot view the detail on the

day's receipts.

Objective: Grant or not the right to keep the data entered and process them later, in the case where the cashier is

prompted to leave temporarily the register closing after having entered the details of the amounts of the day.

Access

By default, when the cashier leaves the register control whereas he has already entered the detail of the

collected amounts, the following message will be displayed: "Do you want to keep the amounts entered in the

If authorization is granted, and if the cashier wants to keep the recorded amounts, he will answer YES to this

default message.

If the right is denied, and the cashier leaves the register control with the amounts already entered, the message

that displays will allow only an authorized user to ignore this restriction by entering this name and password.

Objective: Authorize or not the user to force a register discrepancy.

Access

Front Office: Sales receipts - Daily operations - Closing

If authorization is granted, the cashier can validate discrepancies without justification.

If this right is denied and if the user tries to validate a register discrepancy, the process will be subject to the

entry of a password by an authorized user.

Objective: When closing the sales day and counting the contents of the cash register, these access rights enable the

user to view the discrepancies between the theoretical amount of the register and the amount counted by the cashier.

According to the right(s) granted, only positive or negative discrepancies are displayed.

Access

Sales receipts - Daily operations - Closing

- The user is granted authorization for positive discrepancies: if the counted amount is higher than the

theoretical amount of the register, the discrepancy amount will be displayed in the summary screen.

- The user is granted authorization for negative discrepancies: if the counted amount is lower than the

theoretical amount of the register, the discrepancy amount will be displayed in the summary screen.

- The user is not granted authorization for positive discrepancies: the amount will not be displayed in the

summary screen.

- The user is not granted authorization for positive discrepancies: the amount will not be displayed in the

summary screen.

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Menu (107) - Sales receipts - Access rights - Safe

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

The access rights listed hereafter are referring to features available via the safe management or the certain steps of the daily closing. To be able to use these features, the safe

management must have been enabled first in the Back Office or Front Office.

- Back Office: Settings - Front Office - Register - tab Cash float of the Register record.

- Front Office: Settings - Registers - Register - tab Cash float of the Register record.

For further information, please refer to Managing the Safe.

Safe input during the day

Cancel mandatory safe input

Authorize exiting the bank remittance at the end of the day

Change the amount when making a bank remittance

For payment methods of type cash, the total or partial amount of the cash collected can be remitted to the bank.

Modify selected payment during bank remittance

The bank remittance procedure requires that the payment methods concerned by the bank remittance are preselected.

Objective: Authorize or not the user to secure the cash collected during the day and transfer it to the safe without

waiting for a daily closing.

Access

Once the safe management enabled, it will be available via the [Other actions] button in the task bar.

If authorization is granted, the user can transfer cash to the safe at any time.

If this right is denied and if the user tries to transfer cash to the safe, the process will be subject to the entry of

a password by an authorized user.

Objective: Authorize or not the user to ignore the mandatory safe input.

Access

Once the safe management enabled, and if the amount available in the register is superior to the amount

defined in the payment methods, a message displays automatically and prompts the user to transfer money to

the safe.

If authorization is granted, the user may ignore the safe remittance.

If the right is denied, the user is obliged to make a safe remittance. If he does not want to make this operation,

he must refer to an authorized user to proceed.

Objective: Authorize or not the user to exit some screens of the bank remittance without performing the remittance.

The following screens are concerned:

- Validation of the slip

- Changing the amount of cash for bank remittance

- Bank remittance

Access

Once the safe management enabled, the feature is available in Sales receipts - Daily operations -Safe - Bank

remittance.

If authorization is granted, the user can quit the bank remittance procedure without achieving the process.

If the right is denied, the user cannot quit the bank remittance procedure as long as the remittance has not been

validated.

Objective: Authorize or prohibit the modification of this amount by the user.

Access

Once the safe management enabled, the feature is available in Sales receipts - Daily operations - Safe - Bank

remittance.

If authorization is granted, the user can change the cash amount to remit to the bank.

If the right is denied, the screen allowing the amount to be changed will not be displayed. Even an authorized

user will not be able to override this prohibition.

Objective: Authorize or prohibit the modification of this automatic preselection.

Access

Once the safe management enabled, the feature is available in Sales receipts - Daily operations - Safe - Bank

remittance. Additional settings can be defined for the preselection and or modification of payment methods

concerned by the safe management in the register settings.

- Back Office: Settings - Front Office - Register - tab Cash float of the Register record.

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Management of the safe cash float

Menu (107) - Sales receipts - Access rights - Customer services

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

The access rights listed hereafter are referring to customer orders and reservations available from sales receipt entry screen in the Front Office via the [Customer services] in

the task bar. To be able to use these features, the customer orders and reservations must have been enabled first in the Back Office or Front Office.

- Back Office: Settings - Front Office - Register - tab Services of the Register record.

- Front Office: Settings - Registers - Register - tab Services of the Register record.

For further information about the management of customer orders and reservations, please refer to:

- Customer orders

- Customer reservations

Create a customer order

Warning! This access right is completely independent from the "Enter customer orders" right in Menu (109)—Customers.

Search for an available order

Authorize an order available in another store

- Front Office: Settings - Registers - Register - tab Cash float of the Register record.

If authorization is granted, the user can change the selection of the payment methods.

If this right is denied and if the user tries to change the selection of the payment methods, the process will be

subject to the entry of a password by an authorized user.

Objective: Authorize operations on safe cash float (Add/Withdraw payments)

Prerequisites

Manage safe remittance.

Access

Front Office: Sales receipts - Daily operations - Safe/Query

Front Office: Sales receipts - Sales - Enter transaction/button Other actions

- Supply safe cash float

- Adjust safe cash float

The user can modify the safe cash float:

- Query of the safe: Buttons for adjusting or exchanging cash in the safe are available.

- Enter sales transaction: Supply and adjustment features are available for safe cash float.

The user cannot make any change to the safe cash float:

- Query of the safe: Buttons for adjusting or exchanging cash in the safe are available, but actions are

subject to elevation of privilege to continue the input with the account of an administrator user with

greater rights.

- Enter sales transaction: Supply and adjustment features are available, but require elevation of

privilege.

Objective: Authorize or prohibit the entry of a customer order on the Sales receipt entry screen via the [Customer

services button] in the task bar.

Access

The [Customer services] button enables the creation of a customer order from the Sales receipt entry screen in

the Front Office.

If the user is granted authorization, he can enter a customer order.

If this right is denied and if the user tries to enter a customer order, the process will be subject to the entry of a

password by an authorized user.

Objective: Authorize or prohibit the search for an available order for a customer in the Sales transaction entry screen

via the [Customer services button] in the task bar.

Access

The [Customer services] button enables the search for an available customer order from the Sales transaction

entry screen in the Front Office.

If the user is granted authorization, he can search for an available order for a customer.

If this right is denied and the user wants to search for a customer order, the process will be subject to the entry

of a password by an authorized user.

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Create a customer reservation

Warning! This access right is completely independent from the "Enter customer reservations" right in Menu (109)—Customers.

Search for a customer reservation

Change the salesperson of a document line

Change the salesperson of a return line

Menu (107) -Sales receipts - Access rights - Gift lists

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

Objective: In the case of goods ordered by the customer and picked up later in the store, this access right authorizes

the user to view the orders placed in another store in order to pick them up.

Example:

A customer places an order in the store downtown. In addition, if the store in the business district of the city

has this access right enabled, the customer can pick up his order in this store without having to return to the

store downtown.

Access

Front Office: Sales receipts - Sales - Enter transaction - button [Customer services] - option Customer

orders/Search for an available order.

The user can view and pick up the available orders of other stores accessible to the user (stores defined as

accessible in restriction “Sales query”.) On the multi-criteria screen, the store field is accessible, and

initialized with default value All; this value can be changed. If the customer picks up an order placed in

another store, a trace is added to:

- The notepad of the order header

- The event log for tracking purposes.

The user can view and pick up only the orders available in his store. On the multi-criteria screen, the store

field is grayed out, and initialized with the current store.

Objective: Authorize or prohibit the entry of a customer reservation on the Sales transaction entry screen via the

[Customer services button] in the task bar.

Access

The [Customer services] button enables the creation of a customer reservation from the Sales transaction entry

screen in the Front Office.

If the user is granted authorization, he can enter a customer reservation from the sales transaction entry screen.

If this right is denied and if the user tries to enter a customer reservation, the process will be subject to the

entry of a password by an authorized user.

Objective: Authorize or prohibit the search for a customer reservation on the Sales transaction entry screen via the

[Customer services button] in the task bar.

Access

The [Customer services] button enables the search for a customer reservation from the Sales transaction screen

in the Front Office.

If the user is granted authorization, he can search for a customer reservation via the [Customer services]

button.

If this right is denied and the user wants to search for a customer reservation, the process will be subject to the

entry of a password by an authorized user.

Objective: There is a setting in Yourcegid Retail Y2 used to save a sales receipt recovering the salesperson code from

the previous document. For example, salesperson A records a sales transaction from reservation entered by

salesperson B. In this case, the sales receipt will be saved with the code from the salesperson who made the

reservation, i.e. salesperson B and not salesperson A,

In this case, the access right “Change the salesperson of the recovered document line” authorizes the user to change

the salesperson code recovered from the document at the origin of the sales transaction (order, reservation, available

order.)

Prerequisites

The setting “Keep salesperson from previous document” must be ticked in the document type FFO (tab

Employee)

Access

Front Office: Sales receipts - Sales - Enter transaction

The salesperson codes for header and receipt lines, recovered from the previous document remain

accessible and modifiable.

The salesperson codes for header and receipt lines, recovered from the previous document are neither

accessible, nor modifiable by the user.

Objective: Authorize or prohibit the modification of the salesperson assigned to a return line.

Access

By default, the "Return line" feature is available via the [Actions on lines] button in the task bar. The register

settings also enable the configuration of a keyboard shortcut or button on the touch pad.

If authorization is granted, the user can change, for a customer return, the salesperson associated with the

return line.

If the right is denied, once the salesperson selected and associated with the return line, he cannot be changed

anymore. Even an authorized user will not be able to override this restriction since the appropriate field will

not be accessible. The user will have to restart the operation.

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Gift list management helps to manage events such as baby showers, weddings or any other occasion for which customers might wish to buy gifts. Gift list management is an

optional module and must therefore be serialized.

This feature can be used if it has been enabled first in the Company settings via Commercial management - Gift lists, and the Store record (tab Miscellaneous).

For more information on user field settings, please see the following section: Gift lists.

Create a gift list

Modify the lists from the other stores

Gift lists are created in each store. It may be sometimes necessary to prevent these lists from being modified by users from other stores.

Modify the store of origin

Every gift list is associated with a store called "store of origin". This store can be changed, if need be.

Modify the owner of the list

Gift lists are created on behalf of a customer called "owner" of the list. This customer can be modified, if need be.

Modify expiry date

Objective: Authorize or prohibit the creation of gift lists used in the store.

Access

Gift lists can be created via the [New] button in:

- Back Office: Sales - Gift lists - Management of lists

- Front Office: Customers – Gift lists – Management of lists

If the user is granted authorization, he can create gift lists via the [New] button.

If the right is denied, and the user tries to create a new gift list, a message will inform the user that he is not

authorized to perform this operation. He must then refer to an authorized user to proceed.

Objective: Authorize or prohibit the modification of gift lists from other stores.

Access

Gift lists can be viewed in:

- Back Office: Sales - Gift lists - Management of lists

- Front Office: Customers - Gift lists - Management of lists

If the user is granted authorization, he can modify the gift list of another store.

If the right is denied, and the user tries to modify a gift list belonging to another store, a message will inform

the user that he is not authorized to perform this operation. He must then refer to an authorized user to proceed.

Objective: Authorize or prohibit the change of the store of origin of a list.

Access

The store of origin may be changed via the [Transfer of the list] button in:

- Back Office: Sales - Gift lists - Management of lists - button [Header of list]

- Front Office: Customers – Gift lists – Management of lists - button [Header of list]

If the user is granted authorization, he can modify the store of origin of the gift list.

If the right is denied, and the user tries to change the store of origin of a gift list, a message will inform the user

that he is not authorized to perform this operation. He must then refer to an authorized user to proceed.

Objective: Authorize or prohibit the change of the owner of a list.

Access

The owner of the list may be changed via the [Change the owner of the list] button in the:

- Back Office: Sales - Gift lists - Management of lists - button [Header of list]

- Front Office: Customers – Gift lists – Management of lists - button [Header of list]

If the user is granted authorization, he can change the owner of the gift list.

If the right is denied, and the user tries to change the owner of a gift list, a message will inform the user that he

is not authorized to perform this operation. He must then refer to an authorized user to proceed.

Objective: Authorize or prohibit the modification of the expiry date for the reservation of items.

Access

The expiry date can be changed using the [Modification of the expiry date] button in:

- Back Office: Sales - Gift lists - Management of contributions - button [Header of contribution]

- Front Office: Customers – Gift lists – Management of contributions - button [Header of contribution]

If the user is granted authorization, he can change the expiry date using the button mentioned above.

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Enter contributions and consumptions

Modify the salesperson on the contribution

Show contributions

Modify the theoretical price of an item in the list

Close the list

If a list is closed, no contribution will be possible anymore.

Modify the gift certificate of the gift list

If the right is denied, and the user tries to change the expiry date, a message will inform the user that he is not

authorized to perform this operation. He must then refer to an authorized user to proceed.

Objective: Authorize or prohibit the entry or modification of contributions and/or consumption upon cashing.

Access

Contributions and consumption can be entered in the Front Office via Sales receipts - Sales - Enter transaction

- button [Gift lists].

If the user is granted authorization, he can change the expiry date using the [Gift lists] button.

If the right is denied, and the user uses the button above, a message will inform the user that he is not

authorized to perform this operation. He must then refer to an authorized user to proceed.

Objective: The user will be granted the possibility to change the salesperson code on a contribution.

Prerequisites

Managing gift lists at store and/or subsidiary level.

Access

Front Office: Sales receipts - Sales - Enter transaction - button [Gift lists] - option “Payment of a

contribution.”

On the entry or query screen of contribution lines, the [Change the salesperson] button is accessible, and

is used to change the salesperson code in the record. In screen Header of contributions, the salesperson

field is accessible and modifiable.

On the entry or query screen of contribution lines, the [Change the salesperson] button is accessible, but

in this case, a message prompts the user to perform an elevation of privilege so that a manage can log in

and make this change. It is the same in the header of contribution screen; the salesperson field is

accessible only after an elevation of privilege.

Objective: Authorize or prohibit the query of contributions made for a gift list.

Access

Contributions to a gift list can be viewed using the [Contributions to the list] button.

- Back Office: Sales - Gift lists - Management of lists

- Front Office: Customers – Gift lists – Management of lists

If the user is granted authorization, the user can use this button to view the contributions to the gift list.

If the right is denied, the button is hidden and no contribution can be viewed.

Objective: Authorize or prohibit the modification of the theoretical price on an item line in the gift list.

Access

The [Activate price modification] button enables the change of the theoretical price of an item in the list. This

button is available in:

- Back Office: Sales - Gift lists - Management of lists - button [Detail of the list] - open an item line

- Front Office: Customers – Gift lists – Management of lists - button [Detail of the list] - open an item.

If the user is granted authorization, he can change the theoretical price of an item using the button mentioned

above.

If the right is denied, and the user uses the button above, message will inform the user that he is not authorized

to perform this operation. He must then refer to an authorized user to proceed.

Objective: Authorize or prohibit the closure of this list.

Access

A list will be closed in the Front Office: Sales receipts - Sales - Enter transaction - button [Gift list -

Withdrawal of contributions] - open a gift list - button [List closure].

If the user is granted authorization, he can change the theoretical price of an item using the button mentioned

above.

If the right is denied, the button is hidden so that the feature cannot be used.

Objective: The user is granted the possibility to change the type of the gift voucher that will be proposed at the closing

of the list (gift certificate, gift card, etc.)

Prerequisites

Managing gift lists at store and/or subsidiary level.

Access

Back Office: Sales - Gift lists - Management of lists

Front Office: Customers - Gift lists - Management of lists

The user can change the type of the gift voucher that will be proposed at the closing of the list (gift

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Modify the percentage of the gift certificate of the gift list

Change the unit price of the contributed item

Menu (107) - Sales receipts - Access rights - Miscellaneous

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

Set up Flash report

The Flash report enables the user to view the various results and transactions of the current day, such as the summary of sales, payments, or statistics.

Modify Flash report criteria

The criteria on which the Flash report will be based (such as store, register, date, etc.) can be modified by the user.

Show customer balance in all stores

certificate, gift card, etc.) The register operations that can be used here are of type acquisition of gift

certificate or gift card.

The user cannot modify the type of the gift voucher proposed at the closing of the gift list; the field is

grayed out, non-accessible and populated with the value entered in the company setting.

Objective: The user is granted the possibility to change the percentage used to calculate the value of the gift certificate

or the gift card that will be given when the gift list is closed.

Prerequisites

Managing gift lists at store and/or subsidiary level.

Access

- Back Office: Sales - Gift lists - Management of lists

- Front Office: Customers - Gift lists - Management of lists

- Front Office: Sales receipts - Sales - Enter transaction - button [Gift lists] - option “Removal of

contributions to a gift list” - button [Generation of the gift certificate].

The user has the possibility to modify the percentage of the gift card at the level of the list header, in the

management of the lists, and at encashment when generating the gift certificate.

The user cannot change the percentage corresponding to the value of the gift certificate or gift card that

will be offered when closing the gift list; indeed, the field is grayed out, non-accessible and populated

with the value entered in the company setting. Same principle for encashment when generating the gift

voucher, the percentage will be grayed out.

Objective: The user is granted the possibility the change the unit price of the item subject to a contribution.

Prerequisites

Managing gift lists at store and/or subsidiary level.

Access

Front Office: Sales receipts - Sales - Enter transaction - button [Gift lists] - option “Payment of a

contribution”

On the entry screen of the contribution lines, the user can modify the unit price of the item; the

contributor has just bought or paid a contribution for.

The unit price of the item cannot be changed, the corresponding field is grayed out and not accessible.

Objective: Authorize or not the user to configure the data that may be viewed in the Flash report.

Access

By default, the "Flash report" is available via the [Other actions] button in the task bar. Then, you just have to

click on the [Define settings] button to change the data to display.

The user is granted authorization, he can define the information that will be visible in the Flash report.

If this right is denied and the user wants to define the settings of the Flash report, the process will be subject to

the entry of a password by an authorized user.

Objective: Authorize or prohibit the modification of the criteria linked to the Flash report.

Access

By default, the "Flash report" is available via the [Other actions] button in the task bar. Then, you just have to

click on the [Expand list] button to change the criteria as wanted.

If the user is granted authorization, he can change the criteria.

If the right is denied, the appropriate fields are made inaccessible, so that the criteria cannot be modified.

Objective: Authorize or not the user to view the customer balance in other stores. By default, only the balance in the

store where the sales is registered can be viewed

Prerequisites

Manage and having defined calculation rules for the customer balance (refer to Calculating customer balances

in Front Office.)

Access

- Front Office: Sales receipts - Sales - Enter transaction/button [Actions on customers], option Customer

balance.

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Assign a receipt of previous day to a customer

For many possible reasons, it may be necessary to link a receipt to a customer afterwards.

Warning! This is meant to grant the right to use the "Assign a receipt to a customer" feature for a previous day. If you want to completely block the access to this feature,

please use the "Sales receipts - Sales - Assignment to a customer" access right.

Cancel sales receipt of previous day

In some cases, the store may have to cancel a receipt from a bygone day.

Correct loyalty total

In order to correct some errors, it may be useful to intervene manually on a customer's loyalty total.

Create a loyalty card

To control the distribution of loyalty cards, the store may restrict the right to create cards.

Adjustment of loyalty total limited to threshold 1/threshold 2/threshold 3

- Front Office: Customers - Customer management - Customer record, button [Customer balance]

The user can view the customer balance in all stores. By default, the application displays the balance of

the current store. The button to view the customer balance in the other stores is visible and accessible. It

allows you to display the customer's balance in the other stores.

The button for viewing the customer balance in the other stores is not available

Objective: Authorize or not a user to search for a sales receipt from a previous day to assign it to a customer. This may

be essential to populate the customer's history of purchases or to cumulate benefits on purchases.

Access

By default, this feature can be accessed via module Sales receipts, menu Sales, command Assignment to a

customer.

If the user is granted authorization, he can search for the receipts of a previous day and assign one of these

receipts to a customer.

If the right is denied, the Date field is grayed out, so that no receipt of a previous day can be assign to a

customer. Only receipts of the current day can be assigned.

Objective: Authorize or prohibit the cancellation of a receipt from a bygone day.

Access

Sales receipts can be canceled in the Front Office: module Sales receipts, menu Sales, command Receipt

cancellation.

If the user is granted authorization, he can cancel a receipt from a bygone day.

If the right is denied, and the user tries to cancel a receipt from a bygone day, a message will inform the user

that he is not authorized to perform this operation. The action can be carried out only if an authorized user

enters a password.

Objective: Authorize or prohibit the change of a loyalty total for a customer.

Access

By default, the "Loyalty total" feature is available via the [Actions on customers] button in the task bar. To

correct the loyalty total of the current customer, the user just has to click on the [Manual update of loyalty]

button.

If the user is granted authorization, he can change the customer's loyalty total.

If the right is denied, the [Manual update of loyalty] is grayed out, so that no modification of the customer's

loyalty total is allowed.

Objective: Authorize or prohibit the creation of loyalty cards for customers.

Access

By default, the "Creation of a loyalty card" feature is available via the [Actions on customers] button in the

task bar.

If the user is granted authorization, the user can use this button to create a loyalty card.

If the right is denied, and the user tries to create a loyalty card, a message will inform the user that he is not

authorized to perform this operation. The action can be carried out only if an authorized user enters a

password.

Objective: Authorize a user to adjust loyalty points in the store within the limits defined by the threshold(s) authorized

by the access rights.

Prerequisites

Manage loyalty programs and having defined adjustment thresholds per program.

Access

- Back Office: Sales - Loyalty - Query cards, button [Manual update of cards]

- Back Office: Basic data - Customers, Zoom menu, V2 loyalty card.

- Front Office: Customers- Customer management - Loyalty cards

The user can make manual adjustments on loyalty points within the limits of one or more thresholds

defined for the program. He must also have the appropriate access rights.

When entering a new total of loyalty points or adjusting the total to the thresholds defined, a message

alerts the user that this action is not possible and prompts him for elevation of privilege so that a manager

can perform this operation for him.

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Force switch to standalone mode

The standalone mode enables the cash register to meet the essential functions while the network is down. For more information on this feature, please refer to Standalone

Mode.

Access to the application menu

Check the price

Modify the thresholds for management rules on customers in standalone mode

Menu (113) - Follow-up Actions

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

The follow-up of actions concerns the ability to trace various operations and manipulations performed by staff members. Once the actions you want to follow up are defined,

they may be viewed in the Back Office or Front Office.

- Back Office: Administration - Event log - Log query

- Front Office: Settings - Administration - Event log - Log query

For further information about the traced actions, please refer to the Event log.

User restrictions - Contents

Objective: Authorize or not the user to switch the register to standalone mode.

Prerequisites

The "Authorize standalone mode" option must be checkmarked in the register settings, in the Standalone

mode tab.

Access

The user can switch to the standalone mode via the use of the [other actions] button in the task bar. The

If the user is granted authorization, he can force the switch to standalone mode.

If the right is denied, the user will see the following message display if he tries to force the standalone

mode: "You do not have the right to use this function." Only an authorized user may proceed, after

having entered a password.

Objective: In order to restrict operations on the cash register to the strictly necessary, it is possible to limit the access

of a user group to only 3 menus in the Front-Office: only : Enter a receipt, Daily closing, Quit the application.

If authorization is granted, all the menus of the Front Office can be accessed, but only if the appropriate access

rights have been granted.

If the right is denied, only the following menus can be accessed: Enter a receipt, Daily closing, Quit the

application. Only an authorized user may give access to the other features of the Font-Office after having

entered a password.

Objective: Authorize the user to view item prices at Inventory Flash level.

Access

- Back Office: Inventory - Query - Item flash (inventory or selling price)

- Front Office: Management - Inventory - Item Flash (inventory or selling price)

- Front Office: Sales receipts - Sales - Enter transaction, button [Zoom menu], option "Show inventory for

item"

- Front Office: Sales receipts - Sales - Enter transaction, button [Zoom menu], option "Item flash (selling

price)"

The user can view the price justification screen. The [Check the price] button is available in the inventory flash

record. It is used to display the selling price justification screen.

The Item flash (selling price) option of the zoom menu, available in the Sales receipts module, menu Sales,

command Enter transaction, is hidden. The user has no access to the price justification screen from the

inventory flash. In the other menus, the [Check the price] button is hidden.

Objective: Authorize the user to modify alert thresholds and blocking thresholds in the configuration record for

customer export in standalone mode.

Access

Back Office: Settings - Front Office - Offline customer criteria

Thresholds are accessible without constraints.

Alert and blocking thresholds in the configuration record for customer export in standalone mode are not

accessible.

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In addition to access rights, user restrictions allow the viewing of data from certain stores to be restricted to certain users of the application. For example, you can authorize a

store user to view the store’s own inventories, and those of stores within the same city, but not inventories located in other cities.

User restrictions also allow you to authorize a user to view or modify only certain purchase or selling price lists.

They also allow you to authorize a user to view or modify the sales divisions for items (GA_DOMAINE field).

Finally, they allow data access to be securely controlled for the following functions : Sales conditions, Titles - Legal forms, Store staff, Triggers, Allocations / Clothing,

Discount reasons, Sales operations, Loyalty, Item lists, Payment mode, Frequency.

These restrictions are configured for each user.

Restrictions on stores and warehouses

Creating restriction groups

Applying the restrictions to the user

Restriction on customer data

Creating restriction groups

Creating action profiles

Applying the restrictions to the user

Restrictions on sales divisions

Creating sales divisions

Applying the restrictions to the user

Restrictions on restriction categories

Restriction categories

Creating restrictions groups

Applying the restrictions to the user

Restrictions on price lists

Creating price list types

Applying the restrictions to the user

Access right management

Associated access rights

Restrictions on Stores and Warehouses

Creating restriction groups

Back-Office: Administration - Users and access - User restrictions/Store restrictions

This option allows you to create groups of restrictions that restrictions are to be based on.

Click the [New] button to open the Restrictions window, then enter the group code and its description.

Example: FMA / Franchisee Marseille

To authorize users to access store data, check the “User store” option.

The User store refers to the default store configured in the Characteristics tab of the user record.

The Grouping option enables you to select the criterion on which the restriction will be based.

The grouping makes use of store user-defined tables configured in your folder.

Example: region, type, surface, etc.

You can also select no grouping at all.

In this case, select one or more stores concerned by the restriction from the Stores field.

Examples

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Note that restriction groups can also be created or modified directly in the Restrictions tab in the user record via the [Sub-table settings] button.

Applying user restrictions (Stores and warehouses)

Back-Office: Administration - Users and Access - Users/tab Restrictions

The Stores and warehouses pane enables you to apply restrictions defined previously. It is therefore possible to configure what users may view.

Restrictions on Customer Data

Creating restriction groups

Limit data access...

Setup

Ex. 1

For stores of type Franchisee

Code: FRA Description: Franchisees

User store option not checked

Grouping: Type:

Type: Franchise

Ex. 2

For the Headquarters and the user store

Code: HQS Description: Headquarters and my store

User store option checked

Grouping: None

Stores: Headquarters

Ex. 3

For the stores of the Ile de France

region

Code: IDF Description: Île de France

User store option not checked

Grouping: Region

Region: Île de France

Ex. 4

For the Headquarters only

Code: HQ Description : Headquarters

User store option not checked

Grouping: None

Stores: Headquarters

Ex. 5

For all stores

Code: ALL Description: All stores

User store option checked

Grouping: None

Stores: all

Fields

Description

Default restrictions

The default restriction will be applied in all other cases not specified hereafter.

Inventory query

In example #3 in the previous table, users may view inventory for stores in the “Ile

de France” region only, when the “Ile de France” option has been selected.

Sales query

In example #1 in the previous table, users may only view sales for franchised stores

only if the “Franchisees” option has been selected.

Viewing customer sales

This option allows you to separately view sales receipts and sales history in

customer records by accessing customer buying history and contents of each receipt

on the list of items sold and customer 360° vision.

Outstanding balance

In example #5 in the previous table, users may view the outstanding payments for

all the stores by selecting the “All stores” option.

Item returns

In example #5 in the previous table, users may view all the items returned by the

customer and bought in one of the authorized stores by selecting the “All stores”

option users may view all the items returned by customers and bought in one of the

authorized stores.

Transfer recipient

This restriction level is used to limit the recipients of transfers to some stores, e.g.

franchises stores only.

Transfer request sender

This restriction level is used to limit the transfer requests to some stores, for

example, franchised stores only.

Alert management

In example #2 in the previous table, users may view the indicators and alerts for

this store and headquarters by selecting the “Headquarters + My store” option.

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Back-Office: Administration - Users and access - User restrictions/Store restrictions

Please refer to the procedure described here.

Creating action profiles

Back-Office: Administration - Users and access - User restrictions/Customer action profiles

In addition to groups of restrictions, customer restrictions can also be based on action profiles. These restriction profiles are used to limit the actions that can be performed on

the customer file (except for Report type features.) After creating groups of restrictions, create action profiles as explained below.

Click the [New] button and enter a code and a description. Then fill in the following information.

Applying user restrictions

Back-Office: Administration - Users and access - Users

The Customer Data pane enables you to apply restrictions previously defined. It is therefore possible to configure what users may view.

Customer file

If we take example no.2 in the previous table by selecting option [My Store + Headquarters], users may view the indicators and alerts for this store and headquarters.

Action profile

If you want to limit the actions authorized on the customer file, select the action profile created previously. Please notice that the action profile can be accessed via the batch

modification feature for users.

Restrictions on Sales Divisions

Creating sales divisions

Back-Office: Settings - Items - Sales divisions

This option allows you to create sales divisions that restrictions are to be based on.

Sales divisions enable the creation of categories to which items will be affiliated later.

Examples: Cosmetics, clocks and watches, home, etc.

Applying user restrictions

Back-Office: Administration - Users and Access - Users/tab Restrictions

The "Sales divisions for items" pane in the user restrictions enables you to limit the query and modification of the sales divisions to the users concerned. Once the sales

divisions created, select in the user record those for which the user will be authorized to perform queries or modifications.

Please note:

The [None] value means [No restrictions] ( access to all sales divisions), and not [No sales division].

Restrictions on Restriction Categories

Restriction categories - Presentation

These restrictions are based on restriction categories previously created. The latter will limit the display of some data depending on the users.

Example of using restriction categories

Each country has its own civilities (ex.: M./Mme in France, Mr/Mrs in the UK It may be useful for a store to limit the display of the proposed titles, according to the users as

they work on a French or British customer file.

- Step 1: Create a restriction category with a “Titles - Legal forms”scope of use, named French Titles.

Fields

Description

Authorized print

This checkbox option is used to hide the print button in the multiple criteria

selection screen and in dashboards containing customer data.

List export authorized

This checkbox option is used to hide the export buttons in the multiple criteria

selection screen and in dashboards with customer data.

Export module

Limits the usable formats and directories.

Note that action profiles can also be created or modified directly in the

Restrictions tab in the user record via the [Sub-table settings] button.

Sales history

This checkbox option is used to hide the print and export buttons in the multiple

criteria selection screen and in dashboards containing customer data.

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- Step 2: Create titles including this restriction category: M., Mme, etc.

- Step 3: Associate this restriction category with the user X handling French customer files.

- Result: User X may consult, create or modify only titles with the French Titles restriction category .

User X will not see the titles for the UK, for example (Mr, Mrs, Miss, Sir, etc.)

The restriction categories concern the following features:

- Sales conditions

- Titles - Legal forms

- Store staff

- Triggers

- Allocations / Clothing

- Markdown reasons

- Business operations

- Loyalty

- Lists of items

- Payment methods

- Periodicities

Creating restrictions groups

Back-Office: Administration - Users and access - User restrictions/Restriction categories

Click the button [New] button to open the Restriction categories window. Specify a unique code and a description. Then select one scope of use or more among the

features proposed.

Applying user restrictions

Back-Office: Administration - Users and Access - Users/tab Restrictions

In the Restriction categories pane, a restriction category can be selected if the latter is associated with the scope of use of the category. An element can only be created and

modified by a user if this user has access to the relevant restriction categories.

Example:

In modification mode, if the user opens a customer record using a “Title - legal form” not accessible to the user, this field then becomes non- modifiable and is grayed out.

Restrictions on Price Lists

Creating price list types

Back-Office: Purchases or Sales - Pricing - Price list types

These restrictions are based on previously created selling price lists. This enables you to limit the access to price list types for users according to their needs and their position

within the company.

Click the [New] button to open the Type of price list window. Fill in the record and validate.

Applying user restrictions

Back-Office: Administration - Users and Access - Users/tab Restrictions

The Price lists pane allows you to limit the viewing and modification of purchase and selling price lists for items by particular users.

The three fields correspond to the price lists types previously created in the Purchases and Sales modules via the Price lists menu and Type of price list menu.

User Restrictions and Access Rights

Back-Office: Administration - Users and access - Access right management

To access the settings used for defining user restrictions, you need to enable the following access rights.

Administration (106) menu

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Users and access

- Users

- User restrictions / Store restrictions

- User restrictions / Restriction categories

- User restrictions / Customer action profiles

Settings (112) menu

Administration

- Users and access / Store restrictions

Interactive Alerts

The purpose of an interactive alert is to trigger a message whenever a certain event occurs.

Creating alerts

Back Office: Administration - Alert management - Interactive alerts/Alert management

This command is used to create or modify alerts. Each alert is displayed in the form of a screen where you can specify a number of options via the tabs proposed.

To create an alert, click the [New] button and populate the fields as described hereafter.

Characteristics tab

Fields

Description

Alert on

This field allows you to specify the type of element on which the alert will be

based, such items, documents, customers/suppliers, contacts, etc. In the screenshot

above, the alert is triggered by documents. (Alert on: documents).

Management of events

This pane allows you to specify when the alert will be triggered: when opening a

record, using a payment method, or for a birthday, etc. In the screenshot above, the

alert will be triggered for each document line, based on a specific customer.

Stores and users

Alerts can be limited to certain users and/or stores. In the screenshot above, the

alert will be triggered on stores of type Corner or Franchisee (CORN, FRAN) and

for users belonging to the Sales representatives group (VEN).

Display memo

The Alert notification section allows you to select how the alert will be notified via

the message entered in the Memo tab. If this option is ticked the alert will be

displayed in the form of a message.

The Alert notification section allows you to select how the alert will be notified via

the message entered in the Memo tab. If this option is ticked, the alert will be sent

by e-mail.

Check this option and click the associated button.

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Conditions tab

This tab is used to restrict the scope of the alert on criteria relating to documents, third-parties and items. These criteria will display according to the options selected in the

Characteristics tab.

Example of an alert impacted by the following two selections (document and third-party):

Tab Memo

This tab is used to enter a message to be displayed whenever the alert is triggered.

Example: Refuse payment by check if there are outstanding payments.

Notification by memo and/or e-mail

Whatever the mode of notification, the message sent will be the one entered in the Memo tab.

Notification by memo

If all conditions of the alert are met, the alert displays in the form of a message.

Example: When a document is entered with an identified third-party, the message will be displayed on the document being currently entered.

Notification by e-mail

As soon as the elements that generate the alert are entered, the e-mail is sent to the address defined in the Characteristics tab (see option “Send an e-mail”.)

Alert management - Contents

The aim of this documentation is to describe alert management functionalities and simplify their use as follows:

- By explaining how they work.

Send an e-mail

Enter the e-mail address in the appropriate field (see screenshot hereafter), then

click on the [Add address] button.

Generation of an action

If the "Management of events" concerns a third-party, it is also possible to generate

an action.

Example: If an alert displays when document is entered, the opening of the

customer record can be automated, thus avoiding the user an additional operation.

The application proposes two actions: open the customer record and/or define the

address as DNLSA (does no longer live at specified address.)

Type of validation

The user must confirm he has read the alert when it displays. Two options are

proposed:

- OK: the user has just to validate the message to continue the entry.

- I read + OK: the user must check option "I read" and validate to continue.

- Document type: in the example hereafter the alert is triggered for

sales receipts (FFO.)

- Unpaid check: in this example, the alert is triggered for customers

with option “Unpaid check” ticked. This option corresponds to the

user-defined third-party decision, available in the Information tab of

the customer records (see screenshot hereafter).

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- By describing the standard indicators and alerts that can be created.

Each indicator is based on an SQL query. The results of this query are then retrieved in a report and sent by email if required. The storage of PDF files may require

considerable space if numerous indicators and alerts are sent every day. Users can disable the archiving of the results depending on the indicator or alert.

Each time the query is run, the report is stored in the history. However, you can print the report directly, or send it as an attachment to the list of recipients defined for the

indicator.

The alert condition settings enable you to differentiate between various elements based on the selected condition. You can send only the list of elements with alerts.

Interactive alerts are not described here (see Interactive alerts.)

Foreword

Indicator categories

CEGID indicators

Version updates

User restrictions

Storage of indicator results

Access rights

Indicator settings

SQL query

Alert condition

Results

Scheduling

Related actions

How to use indicators

Run indicators

Query indicators

Alert lists

Standard indicators

List of standard indicators

Alert Management - Foreword

An indicator is an element that enables you to obtain a specific result when it is run at a certain time. It is an SQL query which will return one or more results when run.

Indicator categories

Indicators can be arranged by category. These categories are user-defined. Users classify their indicators based on their requirements.

Examples of indicator categories: Customers, Purchases, Sales, Inventory.

The "CEGID Indicators" category is the default category shipped with the application and cannot be deleted by users.

CEGID indicators

Standard indicators are available to users. These indicators belong to the "CEGID Indicators" category. Their code starts with the specific prefix "CEG" or "CEG-". They

cannot be modified by users and cannot be used directly. They can be used as templates to help users create their own indicators. Each time there is a version change, these

indicators are updated automatically.

The "CEG" prefix must not and cannot be used to create user-defined indicators.

Version updates

To monitor modifications to indicators, a version number is assigned to each indicator. This number is based on the Cegid version in use. The number cannot be modified. It

is incremented each time the indicator is modified:

- CEGID indicators are assigned the number of the release version with which they are shipped.

- User-defined indicators are created with the number of the version in use. The indicator version number is incremented based on modifications made to the SQL query or

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alert condition.

The format of the version number is as follows: 09.000.001. This indicator is based on application version 9.0, corresponding to internal version 1. This version number

informs users, especially in terms of history tracking, that a modification was made, and that there may be differences between the different times a given indicator is run.

User restrictions

Indicators may be based on different types of user restrictions, including restrictions on indicators and alerts. To apply these restrictions, queries must contain the store ("AS

ETABLISSEMENT" alias) or the warehouse ("AS DEPOT" alias).

Storage of indicator results

Back Office: Administration - Alert management - Query

The stored indicator results (available via the "Query" menu) are those sent by email to various recipients defined for the indicator. If the email sending functionality was

disabled, a single global result (independent of user restrictions) will be stored and the user who ran the indicator will be the recipient. If the indicator includes all stores, the

data on stores sent to recipients will vary depending on user restrictions. As such, results may vary from one user to another depending on the restrictions specified in user

records.

Access rights

Back Office: Administration - Users and access - Access right management

The use of indicators and alerts is defined by access rights that may be granted or denied in the following menus.

Menu 26 – Concepts - Commercial management - Alert management

- SQL request setup

- Report setup

- Show all indicators

Menu 106 – Administration - Alert management

- Query

- Settings

- Alert lists

Indicator Settings

Back Office: Administration - Alert management - Settings

Standard indicators (with the "CEG" prefix) containing predefined queries are shipped with each version of the application. To ensure that you can view all standard

indicators, disable the "Active" option in the multiple criteria. Users can create their own indicators using the [New] button. However, it is recommended to create a new

indicator by duplicating the most suitable indicator via the [Duplicate] button.

You must then specify the properties of the indicator such as the SQL query, alert condition, retrieval and scheduling.

SQL query

Use this button to display the window for defining the SQL query. As SQL queries are quite complex, this functionality should not be accessible to all users. As such, the

access right to this functionality must be defined in "SQL request setup". Once you have entered the code of the new indicator, you can access the setup of the query because

the query of the duplicated indicator can be modified.

Structural constraints relating to the SQL query

- Use aliases as much as possible to simplify the definition of the alert condition.

- The alias should contain 35 characters. If no alias is used, fields can contain a maximum of 35 characters.

- Only SELECT queries can be used (i.e. no UPDATE or INSERT queries). A check is performed before the query is run.

Alert condition

To define the indicator as an alert, you must specify the corresponding condition. This is done in three steps:

- Select the field to evaluate: These are the numeric fields in the SQL query you defined.

- Select the operator: These are the standard operators used for numeric comparisons.

- Select the evaluation value: The value is selected by users based on their requirements.

Remarks on the selection of the field

This is a list of fields that can be used to define alert conditions for the indicator. This field will be available only once the SQL query is defined. It will then present all

numeric fields in the SELECT query, represented by their aliases if they have one. Some non-numeric fields may also be available in the selection list. However, even though

these fields can be selected, they cannot be used.

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Results

A user-defined indicator can have two functions:

- Display data to be viewed and analyzed by the user. This indicator will not have any trigger condition.

- Trigger one or more alerts based on a particular condition, after analysis.

The results returned can be emailed, printed or displayed on screen. For each of these three retrieval actions, you can set up an alert to be sent:

- None: No message is sent

- Alert: Lines with alerts are sent

- Detail: All result lines are sent

Results sent by email

Preliminary settings

Back Office: Administration - Company - Company settings

You must first configure the relevant settings before the application can send e-mails. Go to Commercial management - Emailing and specify the fields as described.

Select recipients

Recipient e-mail addresses must be specified in their records, as well as any existing restrictions. Recipients can be selected by user or by group. The proposed groups are user

groups or user-defined tables. In order to restrict the data sent to recipients, the selected restriction is applied to the indicator results for each e-mail recipient.

When selecting recipients, a warning will be displayed if one or more recipients do not have a specified e-mail address.

Message content

1. The subject of the e-mail should be as follows: "Indicator – Execution date"

Example: "MARK-DOWN – 8/4/2011 17:32:00"

2. The body of the e-mail should be as follows: "Indicator – Description – Number of lines with alerts"

Example: “MARK-DOWN – Markdown rate per store/day – Number of lines with alerts: 5"

3. The attachment (PDF or Excel) depends on the company setting defined in the "Format of alert files" field in Commercial management - Preferences. The attachment is a

PDF or Excel report containing the results of the indicator run. Its format is as follows: "DetailXX.pdf" (where XX = unique indicator code)

Example: "Detail72.pdf"

The contents of the file depends on whether you selected an alert or a detail in the settings.

Printing results

One printed report is associated with each indicator created:

- In the case of a new indicator, the report is based on a template containing the standard basic functionalities. You simply define the columns required in the report as

specified in the indicator query.

- When duplicating, the original indicator report is copied.

If requested, printing can be triggered when running the indicator query.

You can also click the [Instant printing] button to print. This will print the indicator results without archiving them or sending an email.

During processing, the report is stored in the database in PDF format. This enables you to view the report at any time on the multi-criteria screen accessed in Back-Office by

selecting Administration - Alert management - Query.

Warning!

The codes for the indicator templates created must be numerical. When an existing template is assigned to a new indicator, the template must be registered in place of the

previous one with the same number.

Displaying results on screen

Once you are logged in to the application, this type of output is used to display the results of the alerts in a window. If this mode is selected, the alert must be submitted for

approval (visa). The option is automatically selected. This output mode is not exclusive. A given user may receive an alert sent by email as well as a message displayed when

logging in.

Warning!

The alert will be displayed when users log in to the application, only if the "Display alerts and indicators when connecting" option is enabled for these users.

Restitution options

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Visa

This property is optional, except for displaying the results on screen. Some alerts may be sent by email without being approved. Others may be displayed on screen when

users log in, provided that the relevant settings were defined for these users. See the previous section on the display of results on screen. A default filter is used display the

alerts that are not yet approved.

Storing lead time

Used to specify the storage duration in number of days. Each time an alert is run, the results will be purged. This is only for approved alerts or alerts that do not require

approval. 0 day corresponds to an infinite storage duration.

Restriction (user record)

This is used to complete the configuration with a user restriction. This restriction must first be defined in the user record. See User Restrictions.

Scheduling

This button is used to schedule the processing and define the frequency and trigger you want. See Scheduled Tasks.

Related actions

Various actions can be carried out in the indicator multi-criteria screen, or in the indicator record.

Actions in the multi-criteria screen

Create a new indicator.

Duplicate an indicator.

Select all indicators.

Run processing on selected indicators.

Run a scheduled task.

Actions in indicator settings

Create a new indicator.

Delete an indicator.

Duplicate an indicator.

Define a query (button is visible based on access rights).

Configure the report.

Run a query: The indicator query is run without processing.

Run an alert processing: The query is run with processing. Results are sent by email, printed or displayed on screen.

Instant printing: The query is run and the report associated with the indicator is printed with a preview.

You can also display lines with alerts only, i.e. the lines fulfilling the condition defined.

How to Use Indicators

Run indicators

An indicator is run as follows:

- The SQL query is run.

- The results are stored in a results table.

- The indicator settings are checked in order to run actions based on condition and restitution of results.

- You can query data using the multi-criteria screen.

- Results are stored.

Query indicators

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Back Office: Administration - Alert management - Query

You can view a PDF version of the report generated as a result of running the indicator on a given date using the indicator query screen. You can also delete selected results.

Indicator statuses

CEGID indicator to duplicate

Indicator never run (Blue)

Indicator run but not sent (Yellow)

Problem while running the indicator (Red)

Indicator successfully run (Green)

Alert lists

Back Office: Administration - Alert management - Alert lists

This functionality is used to schedule batch alerts.

Example:

Every Monday, you want the application to send you the following information:

- The number of delivery notices to be validated by store

- The orders whose delivery dates have expired

Procedure

1. Click the [New] button and specify a name and description.

2. Select the "Active" option.

In the "Alerts" table, the list on the left displays the indicators you previously created via the "Settings" command.

3. Select an alert and click this button to move the alert to the list on the right.

4. Repeat this operation for all the alerts you want to use and validate.

5. Click this button to define the settings for scheduling the task.

Standard Indicators

Standard indicators cannot be used as they are. They must be duplicated in order to create a user-specific indicator. The user-defined indicator will contain the standard

indicator query, as well as the corresponding preconfigured report. If required, you can modify the query or report.

Warning:

- As reports are based on field names or aliases, you may not be able to run a report if the corresponding query is modified.

- Modifications made to the report must be limited to the "Header", "Detail1" and "Summary" fields.

- The "Title" field should not be modified under any circumstances.

List of indicators

Store indicators

Inventory indicators

Label and receipt indicators

LPP/WAPP indicators

Indicators for miscellaneous lists

Clothing indicators

Transfer request indicators

Accounting and tax indicators

Schedule and staff indicators

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Import indicators

Miscellaneous indicators

Store Indicators

CEG-ANNONCES: Number of delivery notices to be validated by store

List of stores where non-validated delivery notices exist. The number of notices to be validated and the total quantity of items are displayed for each store.

Alerts are possible for: Number (NOMBRE) and Quantity (QUANTITE)

Example of report format

CEG-TRANSFERTS: Number of transfers to be validated by store

List of stores where non-validated transfers exist. The number of transfers to be validated and the total quantity of items are displayed for each store.

Alerts are possible for: Number (NOMBRE) and Quantity (QUANTITE)

Example of report format

CEG-CDENONRECUES: List of orders without supplier acknowledgement

List of supplier orders where the status of the supplier acknowledgement is "Not received". List sorted by store, supplier, number.

Alerts are possible for: Number (NUMERO), Quantity (QUANTITY) and Amount (MONTANT)

CEG-ANNONCEAVALID: List of delivery notices to be validated by store (period)

List of delivery notices not yet validated, with the date, quantity, total amount and number of days since the creation of the notice.

Alerts are possible for: Number (NUMERO), Quantity (QUANTITE), Amount (MONTANT) and Number of days (NBJOURS)

CEG-CA BQT JOUR: Quantity, tax exclusive and tax inclusive turnover by store and by day (current month)

A list of stores with total quantities sold, and tax exclusive and tax inclusive turnover, displayed by day for the current month.

Alerts are possible for: Quantity (QUANTITE), Tax exclusive turnover (CA_HT) and Tax inclusive turnover (CA_TTC)

Example of report format

CEG-CA BTQ JOUR 2: Quantity, tax exclusive and tax inclusive turnover by store and by day (period)

A list of stores with total quantities sold, and tax exclusive and tax inclusive turnover, displayed by day for the period (modifiable).

Alerts are possible for: Quantity (QUANTITE), Tax exclusive turnover (CA_HT) and Tax inclusive turnover (CA_TTC)

Example of report format

Inventory Indicators

CEG-STOCK MIN CUM: Discrepancies for minimum inventory totals

List of stores with the minimum inventory quantity, physical inventory quantity and the discrepancy between minimum and physical inventory for all types of items.

Alerts are possible for: Minimum inventory (STOCK_MINI), Inventory (STOCK) and Discrepancy (ECART)

Example of report format

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CEG-STOCK MIN DET: Discrepancies for minimum inventory with breakdown

List of items below the minimum inventory quantity with a breakdown by item dimension, minimum inventory, physical inventory and the discrepancy between minimum

and physical inventory. List sorted by store and by item.

Alerts are possible for: Minimum inventory (MINI), Inventory (STOCK) and Discrepancy (ECART)

Example of report format

CEG-STOCK MIN ART: Number of items below minimum inventory

Total number of items below the minimum inventory quantity with minimum inventory, physical inventory and the discrepancy between minimum and physical inventory.

List sorted by store.

Alerts are possible for: Number of items (NOMBRE_ARTICLES), Minimum inventory (STOCK_MINI), Inventory (STOCK) and Discrepancy (ECART)

Example of report format

CEG-STOCK NEGATIF: Negative inventory

List of items whose physical inventory is negative with a breakdown by item dimension and inventory value. List sorted by warehouse and item.

Alerts are possible for: Inventory (STOCK)

Example of report format

CEG-FO EVENTS: Sales receipt events (floating period)

Number of sales receipt events performed during the modifiable period, displayed by store and user. The events listed are those logged in the event log. This indicator is based

on the event log and, as such, is dependent on the enabling of the log.

Alerts are possible for: Number (NOMBRE)

Example of report format

CEG-JOURSCAISSE: Number of register events (floating period)

Number of register events displayed by sales day during the specified period (modifiable). List sorted by store and opening date.

Alerts are possible for: Aborted receipts (NBTICABANDON), Canceled receipts (NBTICANNUL), Receipts on hold (NBTICMISATT), Receipts on hold recovered

(NBTICATTREPRI), Receipts on hold deleted (NBTICATTSUP), Canceled lines (NBLIGANNUL), Payment method modification (NBMODIFMDP), Drawer openings

(NBOUVTIROIR), Receipts assigned to customers (NBRATCLI) and Modification of sales receipts (NBMODIFVENTIC)

Example of report format

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CEG-FO OUV CAISSE: Number of register openings per day (floating period)

Number of register openings per day, by store and by register during the modifiable period.

Alerts are possible for: Number (NOMBRE)

Example of report format

CEG-FONONFERMEE: List of non-closed days

List of non-closed days (opening date), by store and by register.

Example of report format

CEG-ECARTSCAISSE: Register discrepancies (floating period)

List of register discrepancies for the period (modifiable). List sorted by date, store and register.

Alerts are possible for: Amount (MONTANT)

Example of report format

CEG-ECARTFDCAISSE: Cash float discrepancy (floating period)

List of discrepancies between the cash float entered when opening the register and the cash float entered when closing the register at the end of the previous day. List sorted

by store and register, with the date, salesperson, opening and closing cash floats and the discrepancy between the two.

Alerts are possible for: Closing cash float (FONDFERME), Opening cash float (FONDOUV) and Discrepancy (ECART)

Example of report format

CEG-ECARTCAISSE: Register discrepancies in count

Used to edit register discrepancies for the current day.

Example of report format

CEG-SERIAFO: Non-serialized registers

The 10-day serialization option enables a register that has not been serialized on day D to retain serialized settings for D+10 days. In this case, a trace is added to the event

log. The alert also enables you to print these traces.

Example of report format

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Label and Receipt Indicators

CEG-REIMPRETIQ: Reprinting labels

List of reprinted labels with active monitoring.

Alerts are possible for: Number (NUMERO)

Example of report format

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CEG-FO PREST NEG: Services with negative receipt quantities (floating period)

Number, quantity and total amount of services with negative quantities in receipts corresponding to the specified period (modifiable).

Alerts are possible for: Number (NOMBRE), Quantity (QUANTITE) and Total (TOTAL)

Example of report format

CEG-ARTICLESTEMPO: List of receipt lines for temporary items

List of receipt lines corresponding to a temporary item which must be adjusted using a new item.

Alerts are possible for: Number (NUMERO), Line number (NUMLIGNE), Index (INDICEG), Quantity (QTEFACT) and Amount (TOTALTTC)

Example of report format

CEG-FO-FERME: Pending receipts destroyed (floating period)

This alert can be used to trace possible cases of register fraud where receipts are put on hold for fraudulent purposes by unscrupulous salespeople. It lists pending receipts

destroyed by the store with a summary for each receipt.

Example of report format

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CEG-REMISE TICKET: Line or invoice total discount percentage by item (floating period)

List of items where a line or invoice total discount was applied to a modifiable period. The data provided includes the store, date, receipt number, receipt line number, item

name, customer name, sales amount, value of the line and invoice total discounts, and the reason for the discount.

Alerts are possible for: Receipt (TICKET), Line number (NUM_LIGNE], Amount (MONTANT], Line discount (REMISE_LIGNE) and Invoice total discount

(REMISE_PIED)

Example of report format

LPP/WAPP Indicators

CEG-DPAPMAPNULS1: Null LPP and WAPP values in sales lines (period)

List of items with a null LPP or WAPP value in sales lines for the specified period (modifiable). The date of the sale, receipt number and receipt line number are also

displayed.

Alerts are possible for: Receipt (TICKET), Line number (NUM_LIGNE), Last purchase price (DPA) and Weighted average purchase price (PMAP)

Example of report format

CEG-DPAPMAPNULS2: Null LPP and WAPP values in inventory records (non-closed, physical <>0)

List of items with a null LPP or WAPP value in non-closed inventory records, with a physical inventory of 0.

Alerts are possible for: Last purchase price (DPA) and Weighted average purchase price (PMAP)

Example of report format

CEG-VENTEPERTE: List of items sold at a loss at WAPP (period)

List of items whose tax exclusive unit price is less than the WAPP. These items are considered to be sold at a loss. List sorted by date, store, receipt, line number and item.

Alerts are possible for: Number (NUMERO), Line number (NUMLIGNE), Tax exclusive unit price (PUHT) and Weighted average purchase price (PMAP)

Example of report format

CEGECARTSDPAPMAP: List of LPP/WAPP differences between sale lines and inventory (period)

List of LPP/WAPP differences between sale lines for the period (modifiable) and inventory when the indicator was run. List sorted by store, item, and receipt, with the receipt

LPP, inventory LPP, and the difference between the two LPP values (as a percentage), the receipt WAPP, inventory WAPP, and the difference between the two WAPP values

(as a percentage).

Alerts are possible for: Number (NUM), Receipt LPP (DPAFFO), Inventory LPP (DPADISPO), LPP Discrepancy (ECARTDPA), Receipt WAPP (PMAPFFO), Inventory

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WAPP (PMAPDISPO), WAPP Difference (ECARTPMAP)

Example of report format

CEG-VENTEPERTEDPA: List of items sold at a loss at LPP (period)

List of sold items whose tax exclusive unit price is less than the WAPP. These items are considered to be sold at a loss. List sorted by date, store, receipt, line number and

item.

Alerts are possible for: Number (NUMERO), Line number (NUMLIGNE), Tax exclusive unit price (PUHT) and Last purchase price (DPA)

Example of report format

Miscellaneous List Indicators

CEG-RECEPTIONS: List of goods received (floating period)

List of goods received for the period (modifiable) with a breakdown by supplier, number, date and item, as well as by quantity and amount.

Alerts are possible for: Number (NUMERO), Quantity (QUANTITE) and Amount (MONTANT)

Example of report format

CEG-LISTRANSFERTS: List of transfers (floating period)

List of transfers received for the period (modifiable) with a breakdown by supplier, number, date and item, as well as by quantity and amount.

Alerts are possible for: Number (NUMERO), Quantity (QUANTITE) and Amount (MONTANT)

Example of report format

CEG-RESERVATIONS: List of available reservations

List of reservations whose expiry date has been reached. List sorted by expiry date, store and number.

Alerts are possible for: Number (NUMERO), Quantity (QUANTITE) and Amount (TOTALTTCDEV)

Example of report format

CEG-TARIFS CALCUL: List of calculated price lists

List of calculated price lists. List sorted by warehouse and item.

Alerts are possible for: Original price list (TARIFORIGINE), Original price (PRIXORIGINE), Current price (PRIXENCOURS) and Calculated price (PRIXCALCULE)

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Example of report format

CEG-PIECES LITIGES: List of documents in litigation

List of documents whose litigation status is "In litigation". List sorted by document type, store, supplier and number.

Alerts are possible for: Number (NUMERO), Quantity (QUANTITY) and Amount (MONTANT)

CEG-DOTDEPASSE: List of customers whose threshold is exceeded (amount or quantity)

Customers whose total amount or quantity has reached or exceeded the defined threshold.

Alerts are possible for: Amount used (MONTANTUTIL)

Example of report format

CEG-DOTATIONTIERS: List of special conditions whose salesperson was deleted

Active special conditions whose salesperson was deleted.

Alerts are possible for: none

Example of report format

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Clothing Indicators

List of clothing indicators

CEG-VESTARENDRE: List of clothing to be returned

Clothing that has not been returned up to the current date.

CEG-VESTEDEPASSE: List of non-returned clothing

Clothing that has not been returned and whose return date has expired.

CEG-VESTEDEPAS10: List of clothing to be returned within 10 days

Clothing that has not been returned and whose return period is within 10 days.

CEG-DOTATIONVEST: List of clothing whose salesperson was deleted

Clothing that has not been returned and whose salesperson was deleted.

Alerts are possible for:

Clothing number (VESTIAIRE)

Example of report format

Transfer Request Indicators

List of transfer requests indicators

CEG-DTRENATTENTE: List of issued transfer requests awaiting validation

List of issued transfer requests awaiting validation.

CEG-DTRAVALIDER: List of transfer requests to be validated

List of transfer requests to be validated.

CEG-DTRENRETARD: List of transfer requests whose request date has expired

List of transfer requests whose request date has expired.

Alerts are possible for:

Number (NUMERO) and Total quantity (TOTALQTE)

Example of report format

Accounting and Tax Indicators

CEG-ALTJOURSCOMPT: Documents not sent to accounting (max. period 365 days)

List of documents that were not sent to accounting (maximum period of 365 days).

Alerts are possible for: Number (NUMERO), Indicator (INDICEG)

Example of report format

CEG-CPTAETABEXCLU: Stores excluded from accounting transfer

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List of stores automatically excluded from the accounting transfer. This is the case when customer management is disabled (Company settings - Commercial

management/Account posting, setting “Monitoring accounts receivable for the Back Office and the Front Office) and the collected payments account is not specified for the

store.

Example of report format

CEG-CHRONODEPASS: Fiscal numbers exceeded for stores

List of fiscal numbers whose remaining number exceeds the alert threshold defined in the store location settings.

Alerts are possible for: Number of counters (NBCHRONOS), Last counter (LASCHRONO)

Example of report format

Schedule and Staff Indicators

CEG-PLANNINGPREV: Forecast schedule not specified for W+2

List of stores that have not entered their W+2 schedule.

Alerts are possible for: Number of ranges (NB_PLAGES)

Example of report format

CEG-PLANNINGREA: D-1 schedule not specified

List of stores that have not entered the schedule for the previous day.

Alerts are possible for: Number of ranges (NB_PLAGES)

Example of report format

CEG-HEURESRECUP: Time to make up

The two time ranges below can be used to manage time to be made up in the schedule:

- HSR: Time to make up

- HRE: Time made up

This alert enables you to differentiate between the time to make up and the time already made up, so that you can calculate the number of hours remaining to be made up. The

time range code is configurable. If you want to use other codes, you must modify it in the alert settings.

Alerts are possible for: Time to make up (ARECUP), Time already made up (RECUP) and Time remaining to be made up (RESTE)

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Example of report format

CEG-RETARDCOLLAB: Late staff members

List of employees who are late for work. You can define the number of minutes late to be taken into account.

Alerts are possible for: Number of minutes (NBMINUTES)

Example of report format

CEG-RETARDCOLLABO: Late staff members

Same as the previous alert but for Oracle databases.

CEG-POINTAGEFORCE: List of forced clock outs by employee

List of employees for whom clock-out was forced.

Example of report format

CEG-JUSTIFECART: Justification of variances

List of reasons for store staff variances.

Example of report format

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Import Indicators

CEG-IMPORTSOK: List of data import files processed in last 7 days (floating period)

List of data import files processed without errors within the last 7 days.

Alerts are possible for: Total (TOTAL)

Example of report format

CEG-IMPORTSERR: List of data import files processed with errors in last 7 days (floating period)

List of data import files with rejected data within the last 7 days.

Alerts are possible for: Total (TOTAL), Processed (TRAITE) and Error (ERREUR).

Example of report format

CEG-IMPORTS: Data import results

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List of imported files, including details of processed files and files with errors.

Alerts are possible for: Total (TOTAL), Processed (TRAITE) and Error (ERREUR).

Example of report format

Miscellaneous Indicators

CEG-CLECRYPTAGE: List of encryption keys that are too old

List of encryption keys that have been in use for more than a year (365 days). After one year, new encryption keys must be defined.

Alerts are possible for: Number of keys (NBCLE)

Example of report format

CEG-LISTECADCTBDA: Contribution dates expired

This alert is used for gift lists. It displays the list of current contributions for which the expiry date is earlier than the current date. The document also contains the contributor's

contact information. The salesperson is in charge of reminding the customer of this expiry and of deleting the contribution. Items will then be made available again for future

contributions.

Alerts are possible for: Value of the contribution (VALEURCONTRIB)

Example of report format

CEG-PRETS: Loans with expired return dates

Used to list loans whose return date has expired.

Alerts are possible for: Number (NUMERO), Quantity (QUANTITE) and Amount (TOTALTTCDEV)

Example of report format

CEG-CDENONLIVREES: Orders with expired delivery dates

List of items, with quantities, included in a purchase order whose delivery date has expired. List sorted by supplier, order number and item.

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Alerts are possible for: Number (NUMERO) and Remaining quantity (QUANTITE_RESTANTE)

Example of report format

CEG-APPEL DU JOUR: Alert for call management

Used to list the calls of the current day (preferred date = current date) or all late calls (preferred date exceeded).

Example of report format

Event Log - Contents

The event log allows you to track certain actions made by users. For example, it is possible to list all receipt cancellations on the cash register, or all register switches to

standalone mode, or any other action configured for tracking.

Required settings

Viewing and purging the event log

Configuration of the Event Log

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

Configuring actions to follow-up

The actions that are to be tracked have to be configured in "Menu 113 – Follow up actions" in the Access rights management module.

Features with their access rights set to "Authorized" will be tracked in the event log for the user group concerned.

Features with their access right set to "Denied" will not be tracked in the event log.

Once these actions defined, they can be followed up from the Event log:

- Back Office: Administration - Event log - Log query

- Front Office: Settings - Administration - Event log - Log query

Specificity on tracking basic data

When you select the Follow-up actions (113) menu, you can access the Basic data sub-menu which proposes to track the actions performed on the following records: Stores,

Warehouses, Customers (and Prospects), Suppliers and Items. There are 2 follow-up types available for this basic data: Standard and Customized

Standard follow-up

To track the actions performed on these records, you just have to set the "Standard follow-up" right to "Authorized". You can then view the actions performed in the event log,

as any other action.

Customized follow-up

The customized follow-up allows you to track specific fields in these records, so that you can, for example, monitor the modification of the customer's name, the deletion of a

store's address, or the creation of a price list category for a supplier, etc.

For further information about this topic, please refer to the documentation about Customized follow-up.

Managing access rights

To view the event log and the tracked actions, the following access rights must be granted to the concerned user group according to the authorizations you want to assign.

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Open the Administration menu (106), go to Event log and authorize or not the concerned user group to perform the following operations:

- Log query

- Line Query

- Purge

- Customized follow-up

- Purge of customized follow-up

For further information about this topic, please refer to the documentation about Customized follow-up.

Viewing and Purging the Event Log

Viewing the event log

Back Office: Administration - Event log - Log query

Front Office: Settings - Administration - Event log/Log query

This allows you to view the actions for which you have configured the follow-up.

Levels and status

Events are classified into 3 levels; the third level will determine the action performed. Each event displays a status in the following form:

To get more details about an event, double-click on the appropriate action line.

Approve the selected elements

This button is used to approve the selected elements.

Approving an element means that is viewed by a manager or an administrator. The latter can set a filter for non approved elements in order to follow up any element that has

not been seen yet.

Purging the event log

Manual purge

Back Office: Administration - Event log - Purge

Front Office: Settings - Administration - Event log/Purge

Select the lines to delete and click on the [Deleting selected elements] button.

Automatic purge

Back Office: Administration - Company - Company settings - Administration/Event log

Front Office: Administration - Company - Company settings - Administration/Event log

The event log can become very quickly extremely big. In this case, it may be advisable to implement an automatic purge.

Click here for further information on how to implement this purge

Customized Follow-Up - Contents

Yourcegid Retail gives you the opportunity to follow-up the changes made to certain records such as the Store, Warehouse, Customer (and Prospects), Supplier, and Item

records. This follow-up is called "customized" since it enables you to set the fields you want to trace specially for these records, in a creation, modification, or deletion

context.

Status

Description

Warning

Indicates actions on sensitive data such as the modification of the settings for example.

In progress

Indicates that the processing is started and not completed.

Error

Indicates that the processing completed with an error. Double-click on the event to display the detail.

Finished

Indicates that the processing completed successfully.

Debug

Is used by the Help Desk team to track certain events.

Interrupted

Indicates that the processing was interrupted by the user.

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Preliminary settings

Enabling the customized follow-up

Enabling the follow-up of actions for the records

Configuring the fields to follow-up

Managing access rights

Managing the customized follow-up

List of actions to be tracked

Reports and purges

Settings for Customized Follow-Up

Enabling the customized follow-up

Back Office: Administration - Company - Company settings -

Go to Commercial management/Default settings and tick the “Customized follow-up” company setting.

Enabling the follow-up of actions for records

Back Office: Administration - Users and access - Access right management

The records that are to be tracked have to be configured in the “Follow up actions (113)” menu in the Access rights management module.

To do that, select the Basic data submenu, and check for each record (Customers, Stores, etc.) you want to track that the Customized follow-up line is set to "Authorized":

Records with the Customized follow-up line set to "Authorized" will be tracked in the event log for the user group concerned.

Records with their Customized follow-up line set to "Denied" will not be tracked in the event log.

Example:

If you want to track the actions performed on the customer records, select the Customers/Customized follow-up line and set the access to "Authorized” for the user group

concerned.

Configuring the fields to follow up

Back Office: Settings - Customers (or Suppliers, Items, Stores, Warehouses) - Customized follow-up

The fields you want to track in a record must be set up via the menu associated with this record, such as: Items, Customers, Suppliers, Stores and Warehouses. As the process

is almost identical for all these screens, we will look at the customized follow-up for customers only.

Please notice: if the customized follow-up is enabled for the customer records, this feature is also enabled for the prospects records.

Go to Customers - Customized follow-up and perform the following operations:

1. First of all, specify in which contexts you want to follow up the fields of the customer records by selecting the appropriate checkbox:

Creation/Modification and/or Deletion

2. The left part of the screen lists all the fields that may be tracked in a customer record.

Use this button to move the fields you want to track to the right part of the screen and validate.

The fields moved to the right will be tracked in the customized follow-up of the event log.

Example:

If you select the follow-up option Creation, and if you select the Address field (T_ADRESSE1) from the fields to follow up.

Then, this means that you will track the creation of customer records for which the "Address 1" field is populated:.

This action can be viewed in the customized follow-up of the event log.

As in the event log, the customized follow-up creates a record for each creation, modification, or deletion.

The difference with the event log is that these events are recorded only for a sub-group of fields relating to the customer table.

The Filter field at the bottom of the screen allows you to display some of the available fields only, by setting the filter on the field name, field type or field description.

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Access rights management

Back Office: Administration - Users and access - Access right management

Activate the following access rights for the user groups of your choice. These rights depend on the follow-up you want to implement and the rights you want to grant.

Section

Access right description

Menu 105: Settings

These access rights of this menu have an impact on the Customized

follow-up, available via module Settings, menu Items, Customers,

Suppliers, Stores and/or Warehouses. This is aimed at granting

authorization or not to user groups of your choice so that they may

define the fields to follow up for these records. For the following

records you may enable or not the Customized follow-up option:

- Items

- Customers

- Suppliers

- Stores

- Warehouses

Example:

I authorize user group X to set the fields for the item records, but not

for the customer records.

Menu 106: Administration

Event log - Customized follow-up

The access rights have an impact on the Customized follow-up,

available via Administration - Event log. Grant authorization or not

for a selected user group to view the changes made on the following

records.

- Customers

- Suppliers

- Items

- Stores

- Warehouses

I authorize user group X to view the Event log/Customized follow-up

for the item records, but not for the customer records.

Event log - Purge customized follow-up

These access rights have an impact on the Purge of the customized

follow-up, available via Administration - Event log. Grant

authorization or not for a selected user group to purge the event log

for the following records.

- Customers

- Suppliers

- Items

- Stores

- Warehouses

I authorize user group X to purge the Event log/Customized follow-

up for the item records, but not for the customer records.

Menu 113: Follow up actions

Basic data

Enable the follow-up type (standard or customized) you want to

implement for each of the following records and the user groups you

have selected:

- Stores

- Warehouses

- Customers

- Suppliers

- Items

Example: I want to follow the actions performed by user group X on

the item records, but not on the customer records.

Please note that the standard follow-up corresponds to the follow-up

that is written to the event log.

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Managing the Customized Follow-Up

List of actions to be tracked

The settings defined for the items, customer, supplier, store or warehouse records will impact other commands. If you configure the follow-up of certain fields for these

records, the actions performed using the commands hereafter are also tracked in the customized follow-up:

Items

- Create from pictures

- Batch modification (with an impact on the dimensions of generic items)

- Batch modification by picture

- Batch deletion

Customers

- Batch modification (customer records)

- Deactivate customer

- Reactivate customer

- Merge customers

- Dashboard (start batch modifications from this board)

- Prospect records: any modification per record, and transforming prospect into customer.

Suppliers

- Batch modification

- Batch deletion

- Deactivate suppliers

- Reactivate suppliers

Stores

- Batch modification (with impact on warehouses)

- Deletion (using the Administration/Maintenance/Purge menu)

Warehouses

- Deletion (using the Administration/Maintenance/Purge menu)

Reports and purges

Viewing the changes in the event log

Back Office: Administration - Event log - Customized follow-up

1. Open the customized follow-up of your choice: customers, suppliers; items, stores, or warehouses.

2. The screen displays the list of the changes performed, according to the settings defined previously.

3. To get more details about a change, double-click on the appropriate line.

Purging the customized follow-up

Back Office: Administration - Event log - Purge customized follow-up

1. Select the element for which you want to perform the purge: customers, suppliers, items, stores, or warehouses.

2. Once the data displayed on the screen, select the lines to delete and press the [Delete] button.

3. Deletions are stored in the event log, with the JO2 setting.

Back Office: Getting Started

Connecting to the application

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You can access the Back-Office by double-clicking the Back Office icon on the Desktop, or using the Windows Start menu:

The identification screen then displays:

- Check the Company field: it must specify the name of the store (or training database, for testing only)

- Specify the user code in the User field.

- Specify the password associated with the user in the Password field.

- Click the [Connect] button to access the Back-Office menus.

The main menu displays and proposes the various modules of the application for which you have acquired the rights.

Environment

CEGID applications are generally composed of several modules. Each module is structured with menus, which are themselves composed of several commands. Whether you

need to view data, process this data, print a report, or carry out any other action, you must first open the module, then the menu and the necessary commands.

Please note!

Only serialized options are accessible. Therefore, only menus and commands composed of serialized options will be available.

About window

This option allows the user to know the name and number of the version of the application in use, and the description of the workstation. It is available by double-clicking the

logo in the upper right part of the welcome screen, or by selecting the About option in the Help menu, available in the main menu bar of the application.

Using multiple search criteria

Many search screens look like this:

There are several field types in the multi-criteria:

The mono-selection scrolling list allows the selection of one single value. It is characterized by a downwards arrow.

The multi-selection scrolling list allows the selection of one or more values: the combines use of keys CTRL+A allows you to select or deselect all values in the list. It is

characterized by an upwards arrow.

The dynamic search list (ellipsis) allows you to quickly find the desired value:

- Code entry + F5

- Description entry + (CTRL + F5)

Checkboxes usually have 3 states:

If the box is:

- checked, only data fulfilling the condition will be displayed.

- unchecked, only data not fulfilling the condition will be displayed

- "filled", all the data will be displayed.

Particularities of date fields

Date fields allow the entry of a date in the format MM/DD/YYYY:

- Either by manual entry.

- Or entering relative dates by the means of the following keyboard shortcuts:

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- Or entering asynchronous relative dates by the means of key SHIFT + the previous shortcuts, so that the 2 fields are “out of sync.” For example, for a date range starting at

the beginning of the month until today, type M in the start field and SHIFT + D in the end field.

Note that relative dates are shown in italics.

Wildcard characters

In a criteria range, the wildcard allows you to perform a search of type “Starts with” or “Contains”, and not only restrictive searches of the type From… to. These characters

are only used for alphanumeric fields.

Warning!

We strongly advice you not to use wildcard characters when building up your (items or other); otherwise you would not be able to benefit fully from this kind of search.

Access rights and user restrictions

Access rights

Back Office: Administration - Users and access - Access right management

The Access right management feature manages, for a user group the access to modules, menus and/or commands by authorization or prohibition. User groups are presented in

columns and can be handled simultaneously. Depending on the action status, the icons used have the following meanings:

Choice

Description

Keyboard shortcut

Day

Day’s date

Week

First day of the current week (and the last in the case of a range)

Fortnight

First day of the current fortnight (and the last in the case of a range)

Month

First day of the current month (and the last in the case of a range)

Quarter

First day of the current quarter (and the last in the case of a range)

Semester

First day of the current semester (and the last in the case of a range)

Year

First day of the current year (and the last in the case of a range)

First day of the previous period (and the last in the case of a range)

Shortcut then the "+" key For

example: M-

First day of the next period (and the last in the case of a range)

Shortcut then the "+" key For

example: M+

General

From 01/01/1900 to 12/31/2099

Other

From 01/01/1900 to today's date

Other

From today’s date to 12/31/2099

characters

Description

Percentage "%"

The "%" character allows you to replace a string of characters at the beginning or the end of

the field.

Examples:

"9%" displays all the stores whose code starts with the number "9"

"%aris" displays all the stores whose name ends with "aris"

Asterisk "*"

The "*" character allows you to replace a string of characters at the beginning or the end of the

field, but only for multi-selection fields:

Underscore "_"

The "_" character allows you to replace a character at the start, the middle or the end of the

field.

Example:

"TRO_SER" displays all articles whose description is "TROUSER".

Square brackets []

Square brackets allow you to include several values for the field in your search.

Example:

"M[7;8;9]" returns all items whose code starts with M7 or M8 or M9

Cyrillic characters

Do not use these characters to codify items.

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Click here for further information.

User restrictions

Back Office: Administration - Users and access - User restrictions/Store restrictions

In addition to access rights, user restrictions allow you to restrict data viewing from certain stores to certain users of the application. For example, you can authorize a store

user to view the store’s own inventories, and those of stores within the same city, but not inventories located in other cities.

The restrictions are then applied in each user record, based on the data to authorize.

Click here for further information.

Company Settings - Contents

Back Office: Administration - Company - Company settings - Commercial management

Company settings are used to define default data that may be confirmed or invalidated later by other more tuned settings (per store or document type, for example.) The

settings are defined in the various branches of the tree structure, as described hereafter.

Warning!

It is often necessary to restart the application after modification, as this information is stored in memory when the application is loaded.

Accounting

Show all settings

Commercial management

Default settings

Preferences

Stores and warehouses

Items

Dimensions

Service

Inventory

Customers Suppliers

Formatting customer fields

Documents - entry

Documents - processing

Financial accounts

Account posting

Inventory accounting closure

Front Office

Front Office standalone mode

External connections

Emailing

Pricing

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Logistics

Data import

Data export

Customer services

Customer orders and reservations

Scheduled tasks

CRM

Gift lists

Omni-commerce

Web Services

Link to .Next modules

Show all settings

Administration

Distribution

Location

Event log

Specifics

Performance

Company Setting - Accounting

Back Office: Administration - Company - Company settings

Contact information

Lists the contact information of your company: Name, Address, Phone Data specified in fields Factofrance and CGA is not managed in Yourcegid Retail Y2.

Accounting data

Dates

Only the following settings are taken into account.

Authorized range for deadlines

Folder settings

Data translation

Fields

Description

Default collective accounts

Specify the default collective accounts for auxiliary accounts of type customer and

supplier.

Account length

Define the number of characters used for the control and auxiliary accounts (up to

17) as well as their respective padding characters (used automatically to reach the

defined account length.) Budgetary accounts are not managed in Yourcegid Retail

Correspondence plans

Tax management in Yourcegid Retail Y2

Analytics

Tax management in Yourcegid Retail Y2

Field

Description

Number of days before

accounting date

Maturity dates cannot be inferior to the document date plus the number of days

entered.

Number of days after accounting

date

Maturity dates cannot be superior to the document date plus the number of days

entered.

Field

Description

Selection of the language used to enter data into the database. Any data entered is

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Account currency

Miscellaneous

Only the following settings are taken into account.

Company Settings - Default Settings

Back Office: Administration - Company - Company settings - Commercial management

Default data language

considered in the default language. The choice of this language determines the

translations.

Please note ! This choice is irreversible.

Table abbreviations created in

another language

When a value is created in a subtable in a language different from the data

language, this value "XXXX" is reported into the table abbreviation to check the

translation in the folder reference language.

Field

Description

Folder currency

Reference currency for the folder.

Number of decimals

Not accessible.

Default stock exchange

Defines the default stock exchange used for example for the creation of a store.

Default rate type

Defines the rate type used default for the documents. The rate type per document

(receipt, order...) can be changed in the settings of the document types.

Default rate type for payments

Allows you to define the rate type that is applied to payments by default.

Field

Description

Ignore model system

Checkmark this option if you want to apply the invoicing system entered, in the

case where the store's tax system of the document is not specified.

Invoicing system

Default invoicing system that will be applied when a store is created.

Please notice: If the invoicing system is not specified for the store of the document,

the default invoicing system will be applied, if the appropriate option is

checkmarked.

Third-party payment method

Select the payment method used by default when at third-party is created.

Field

Description

Country code of third-party

Default country code used for the creation of a third-party (customer / prospect /

supplier).

Default tax model

Specifies the tax model used by the country with the biggest business activity. The

item record will automatically store the tax type of the item for this tax model. The

tax types of the other countries will be managed by exceptions (see the settings of

the item record). The selected model is the tax model that will be applied:

- When a store is created,

- In a business document (invoice, receipt) if the tax model is not specified for the

store of the document.

Behavior of currency input with

no price list

- Automatic conversion: If you enter a document, in cases where there is no item

price list defined for a country, the price of the item record will be converted

automatically to the currency of the store (conversion is based on the exchange

rate.)

- Alert: If you enter a document, in cases where there is no item price list defined

for a country, you will be notified by means of an alert message.

- Block: If you try to enter an item, in cases where there is no item price list defined

for a country, the entry of the document will be blocked.

Currency alert

Alert requesting the rates to be updated if the rate is not up to date. The alert may

have the following characteristics:

- Alert by day: The system checks for the currency rate on the day of the week.

- Alert by week: The system checks for the currency rate for the week of the entry.

- Alert by month: The system checks for currency rate for the month of the entry.

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Company Settings - Preferences

Back Office: Administration - Company - Company settings - Commercial management

Advanced search

Translation

Selection for printed language: Checkbox enabling the selection of the printed language when a report is printed via the Layout tab.

Alert management

Format of alert files: Selection of the format for the file generated when alerts and indicators are sent per e-mail (refer to Alert Management.)

Enter

No alert: No warning message is issued.

Third-parties for transfer requests

This default third-party will be resumed in transfer requests.

Third-party for transfers

This default third-party will be resumed in transfer documents.

Third-party for inventory

discrepancies

Third-party specified in documents stating inventory discrepancies.

Third-party for special

movements

Default third-party resumed in documents for special movements (input, output,

etc.)

Enter customer for special inputs

and outputs

This option gives access to the entry of a third-party code for special documents

(input, output, input draft, output draft, etc.)

Third-party with tax excl. invoice

by default

When a customer or a prospect is created, the third-party will be invoiced as

follows:

- Tax exclusive invoicing: Upon document entry, the tax is calculated on entered

prices.

- Tax inclusive invoicing: In this case, the tax is included in the prices entered on

the document lines.

Default euro sale on third-party

record

For customers with IN-currencies (integrated into the euro), the sale is forced in

euros.

Rounded by line

Not supported in Yourcegid Retail Y2

New document address

management

The management of base document addresses

Exclusive euro management

If an IN-currency (Franc, Deutsche Mark) is entered, the document is forced in

euros.

Optional control of payment card

Not supported in Yourcegid Retail Y2

Entry of the sales representative

on Back Office receipts

When a sales representative is entered in the Back Office for a receipt, this option

enables the user to recover the employee from the previous receipt.

First day of the week

Selection of the first day of the week: Monday, Sunday or Saturday.

(Refer to Sales Objectives.)

Dividing the schedule into 4-4-5

periods

Use of the schedule divided into 4-4-5 periods: 4 Weeks + 4 weeks = 5 weeks (refer

to Sales Objectives,)

Field

Description

Multi-classification

The objective of this functionality is to be able to manage an unlimited number of

groupings, hierarchical or otherwise. These groupings can be allocated to customers

and items (Refer to Multi-classification.)

User fields

This option enables the management of user fields handled for example in item,

store and customer records, etc. (Refer to User Fields.)

Customized follow-up

This option enables the customized follow-up of basic data. (Refer to Customized

Follow-up).

Field

Description

At the choice of the sales

representative

The advanced search is performed by the means of a multiple criteria list for

searching sales representatives.

Third-party input

The advanced search is performed by the means of a multiple criteria list for

searching third-parties.

Fields

Description

Inform about the document no. at

the end of the creation

This checkbox, if enabled, triggers at each document validation the display of a

window specifying the number and the date of the created document. The following

fields are not managed in Yourcegid Retail Y2.

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Miscellaneous

Decimals

Follow-up reference

Company Settings - Stores and Warehouses

Back Office: Administration - Company - Company settings - Commercial management

Management of multiple warehouses

Multiple-line comments

Not supported in Yourcegid Retail Y2

Enter sales rep. by code

Not supported in Yourcegid Retail Y2

Field

Description

Photo for records

For the item record, the Notepad tab displays a photo. This settings allows you to

select the type of photo displayed by default.

Logo to print on reports

Selection of the access to the logo to be printed in a report.

Word printing template

Select a template for generating documents in Word format.

Directory of generation

Selection of the generation directory for documents edited in Word.

Fields

Description

Quantity decimals

Number of decimals for the Quantity column when entering documents or records.

Percentage decimals

Number of decimals for the entry of a percentage.

Unit price decimals

Number of decimals for unit prices.

Number of decimals for

selling/purchase prices

For purchases (or sales,) you can specify the number of decimals for the display of

prices:

- Either the number of decimals of the document currency.

- Or the number of decimals specified in the Unit price decimals field.

Field

Description

Follow-up reference title

You can customize the labeling of the follow-up reference. The title specified here

will then be displayed on the documents handling the follow-up reference in the

header.

Follow-up URL on Internet

Enter the URL for the follow-up, via the Internet, of the references entered into the

“Follow-up reference” field. Please notice that only one site is possible (UPS or

FedEx for example.)

Field

Description

Alphanumeric stores and registers

If this option is ticked, an alphanumerical codification can be used for stores and

registers.

Attention! If you activate the option, it will not be possible to manage a second

Field

Description

Multiwarehouse per store

By default, multi-warehouse mode is inactive and inaccessible – the folder is

therefore managed in mono-warehouse mode.

Warning! Before activating this management mode, you must involve a CEGID

agent as the impact of this change is extensive and cannot be reversed.

Default warehouse

Once the previous setting enabled, you can specify a default warehouse.

Create warehouse for store

automatically

This option is strongly recommended in order to create a warehouse linked to the

store automatically.

Hierarchical chronology

You will keep consistent codes between the stores and their linked warehouses.

When a store is modified, the following question will arise: “This warehouse

already exists. Do you want to overwrite it?” If the answer is YES, and

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Authentication of salespeople

(Refer to Authentication of Salespeople)

Exception groups of payment methods

Enlarge the size of codes

This option is used for extending the length of the store and warehouse codes.

Attention!

As this setting has many impacts, the change in length requires a preliminary study by the R&D for its implementation.

Company Settings - Items

Independence of user-defined

information for stores and

warehouses

- If this company setting is not ticked, then the user-defined information of the

warehouses will be replaced with that of the store.

- If this company setting is ticked, then the user-defined information of the

warehouses will be retained independently of the user-defined information for the

store.

Field

Description

Central warehouse

This option allows you to specify the main warehouse. The inventory for this

warehouse can then be displayed also in:

- the dimension grids

- the Line info when entering documents:

International customizations

Option to tick to get access to international features (Contact information tab in

store record): Portuguese law, Taiwan law, etc.

Exception per store to the

management of serial numbers

The corresponding option will display when you click the [Additions) button in the

store record. In this case, the store can handle exceptions to the management of

serial numbers (refer to Serial Numbers.) According to items, the management of

serial numbers can be disabled for the store.

Main supplier exceptions by item

and by store

This setting enables you to manage replenishment options. Once this setting is

activated, a new option called “Taking into account the main supplier exceptions by

item and by store” will be available in the Store record, in the Replenishment tab in

order to manage supplier exceptions. These exceptions may be defined using the

[Additions - Main supplier exception for replenishment] button in the Store record,.

Transfer price management

You can also have this setting displayed when you click the [Additional

information - International customizations] button for the store record, provided

you have purchased the corresponding module.

Field

Description

Password strategy

Select the password strategy The password strategy is defined in the Administration

module, menu Users and access, command Password strategy (refer to

Authentication by password.)

Management of salespeople

authentication

The corresponding setting will display in the Miscellaneous tab in the store record.

This allows you to manage this function in certain stores only. A password strategy

must also be defined (a password strategy for sales representatives is provided by

default). Note that this setting must be checked in the company settings if the

Clock-in/clock-out management has been activated (Company settings - Link

to .Next modules - HR Optimisation).

Fingerprints connector

Setting to be ticked to enable authentication via fingerprint. This setting is available

after activation of the serialization (see the Administration module, menu

Serialization, command Activation of modules.)

Field

Description

Management of exception groups

This enables the management of exception groups for payment methods, allowing a

set of stores to use the same specific for managing payment methods.

Considering the customer's

country

The customer's country is taken into account to apply the maximum amount entered

for the payment method for foreign customers.

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Back Office: Administration - Company - Company settings - Commercial management

Field

Description

Item valuations by warehouse

Option checked by default and inaccessible for item valuations per warehouse.

Sold in multiples of

Initialization of the "Sold in multiples of" field.

Printing template for item record

Selection of the report template to print the item record.

Character set for 2D barcodes

Determines the character set used for encrypting and printing barcodes.

- ISO-8859-1: The encryption is performed with 1 byte per character.

- UTF - 8 – BON: This is a binary encryption of a UTF8 string, potentially

dedicated to Asian character sets. 2 bytes per character.

UNICODE RAW: For Unicode characters, but without encryption.

One supplier per item

Each item is linked to one supplier only. For purchases, the selection of a supplier

determines in this case the list of items that can be entered.

If disabled, this setting attributes several suppliers to the same item. In this case, the

item is linked to a main supplier and to secondary suppliers.

However, if the option is checked (by default), all items will be exclusively single-

supplier items.

ORLI presentation

If this option is checked, the options of the item record will not be visible in the

General tab, but in the Characteristics tab. Note that the User-defined statistics1 and

2 criteria are only available in the ORLI presentation format. This presentation is

also taken into account for item lists, Available detail...

Consignment management

Once this module serialized, this setting specifies that the folder handles consigned

items (refer to Managing Consigned Items.)

BOM management

All features linked to bills of materials (BOMs) are authorized in the application

(refer to Bills of Materials.)

Management of linked items

One or more items are linked to a reference item, especially to increase the sales in

the store (refer to Linked Items.)

Management of user-def.

information for financial items

This setting adds an Information tab to the register operations with the aim to

establish statistics.

Automatic barcode assignment

The barcode is assigned to the item when it is created. This setting authorizes or not

the automatic assignment of barcodes to the various dimensions (size/color, etc.) of

dimensioned items and to single items. We strongly advise you to let the software

assign these codes. Barcodes are then assigned via module Settings, menu Items,

and command Barcodes. This is aimed at determining by default, for all items, the

barcode type to use, a possible prefix, as well as a starting number for coding.

Distinct barcodes per supplier

You have access to the management of specific barcodes via the supplier record.

You define the settings of the barcode that are applied when the item is created or

when barcodes are generated for items linked to this supplier. Assignment rules for

suppliers are defined in the Supplier Record by the means of the [Barcode] button.

Distinct barcodes per item

Option checked by default and inaccessible to generate a barcode per item in order

to ensure the uniqueness of the code.

Updating the purchase and cost

prices in the item record

If this option is checked, prices are changed under the following conditions:

- Last purchase price: This price is always updated regardless of the store of the

document.

- Last cost price: This price is always updated regardless of the store of the

document.

- Weighted average purchase price: Is updated if the document is linked to the

default warehouse of the company settings (Commercial management / Stores and

warehouses / Default warehouse.)

- Weighted average cost price: Is updated if the document is linked to the default

store entered in the company settings (Commercial management / Inventory /

Default warehouse.)

Multi-packaging management

This option enables, for item referencing, the concept of "Handled/multiple of",

thus taking into account the packaging of the item that may be different from one

supplier to the other. You can enter for the referencing (customer, supplier or

company) that the item is handled in multiples of X (for example 5, 10, and 15...)

When the reference code is entered into a document, the line quantity must match

the multiple entered.

In the multi-referencing window, customer referencing handles a batch of 3 items

(e.g. Chocolate bars.) The quantity entered in this column will replace the value

entered in the document in accordance with the referencing type used. Therefore, if

in a customer invoice, a quantity of 1 is entered, the line quantity will be 3

(corresponding to 1 batch of 3 items.)

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Item code assignment

Mask-types

(See Mask-types)

Minimum length for search

(Refer to Search Priority).

For each of these search types (barcode, multi-referencing, item code, supplier catalog, and keyword,) you can define constraints applicable when entering data into the Item

search. The purpose of these constraints is to limit the number of searches for each criterion based on the code being searched. These constraints are linked to the minimum

number of characters, whether the space is authorized, and to exclusively numerical values.

As to the minimum length, if it is set to 8, and the code entered into the document has 3 characters, the search fails. Make sure you define a minimum length consistent with

the references entered.

Note that in company referencing, this value will be set to 1, and will not be

modifiable.

Authorize several headers per

BoM

You can create several compositions for a same bill of materials. (Refer to Bills of

materials). In this case the entry of BOMs is not possible for inventories, and the

labels linked to BOMs are not valued.

Use operator "Equal” in item

multiple criteria for user-defined

tables

In the list of items, there is a tab called "User-defined tables" which allows a

selection via the values entered in the user-defined tables of the item. Two cases of

selection are possible via this option:

- If the option is checkmarked, the search is performed on the exact value of the

table entered.

- If the option is not checkmarked, the search is performed on all the values

beginning with the value entered.

Example: A user-defined table has the following values: 01_Precious, 011_ Semi-

precious, 002_Without risk. If you want to select items, for which the value of the

user-defined table is 01_Precious:

- If this option is checkmarked, the item list will include only items with value

01_Precious.

- If this option is not checkmarked, the item list will include items with value

01_Precious and items with 011_Semi-precious, because the two codes begin with

01.

Field

Description

Automatic generation

You may check this option to automatically generate item codes when creating

items from the following elements.

If the Automatic generation checkbox is not selected, the manual assignment of a

code to an item record is mandatory. However, even if automatic generation is

activated, it is still possible to manually assign a code to an item record on a one-off

basis.

Code length

Determines the length of the item code.

Code prefix (Alpha)

Enables you to add a prefix to item codes.

Last counter used

Specifies the last counter used.

Field

Description

Management of mask-types

This implements assistance for entering quantities per dimension into a document.

To facilitate the entry of quantities into dimension grids, you will use pre-

referenced allocation profiles.

Enter mask-types by quantity

You can also enter quantities for items to be inserted into a document: the

conversion into numbers of mask-types will be performed automatically.

Field

Description

Default profile

Specify the item profile proposed first when an item record is created.

Apply automatically on creation

Checkmark this option to apply the default profile automatically.

Item search by keyword

Enables you to start an item search by keyword (see chapter on Item Search by

Keyword ). The "Keyword" field becomes accessible in the item record (General

tab).

Search priority for items

The search for an item is made in accordance with the search priority selected. This

priority is created in the Settings module, menu Items, command (cf. Search

Priority.)

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Example with a keyword priority:

This priority concerns item searches done outside a document (multi-criteria searches, in particular).

- Minimum length = 8: If the keyword entered is less than 8 characters, a search by keyword will not be done and the next search priority will be applied instead.

- Space authorized not checked : If the keyword entered contains a space, a search by keyword will not be done and the next search priority will be applied instead.

- Exclusively numerical checked: If the keyword contains at least 1 non-numerical character, a search by keyword will not be done and the next search priority will be applied

instead.

Serial number

(Refer to Serial numbers)

Item purge

Replacement item in documents Selection of a closed item that replaces purged items (refer to Purging Data.)

Batch management

(Refer to Batch Management)

Company Settings - Dimensions

Back Office: Administration - Company - Company settings - Commercial management

(Refer to Item Dimensions)

Dimension masks

Field

Description

Serial number management

Tick this option to enable the management of serial numbers.

Minimum length

Minimum length defined for the serial numbers entered.

Space authorized

Checkmark this option to allow serial number to contain blank spaces.

Exclusively numerical

Checkmark this option if you want serial numbers exclusively numerical.

Formatting serial numbers

Select the format of serial numbers.

- All in uppercase

- All in lowercase

- First character in capital letters

- No modification

Referencing serial numbers

Referencing serial numbers is optional; it is used to identify all input/output

movements of items partially or totally composed of precious metals (gold, silver,

and platinum.) Tick this setting if you want to reference items with serial numbers

(see Referencing Items with Serial Numbers.)

Managing weights and

components of serial numbers

This checkbox option is enabled only if the previous one is ticked. It allows you to

manage weights and components for items with serial numbers. When a serial

number is referenced, you can manage the list of components (gold, silver, or other

precious metals...) in weight.

Field

Description

Batch management

Enables the batch management in the database. Some information identifying

batches are handled on options.

Management of the batch

tracking reference

Enables the Tracking reference field.

Management of expiry dates

Enables the expiry date of the batch.

Management of use-by dates

Enables the "Use-by date" of the batch. this expiry date is referred to as Use-by-

date

Field

Description

Optimized loading

This setting is used when displaying dimensioned tables. It limits the number of

dimensions displayed, loading only those registered as present. This improves

loading time when dealing with large dimension grids.

Mask settings limited to.... values

Proposes a preview of the settings limited to X values when creating dimension

masks.

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Dimension settings

Reserved colors

Company Settings - Service

Back Office: Administration - Company - Company settings - Commercial management